Excel

The Ultimate Guide

TAYLOR GRANT
Copyright © 2024 Taylor Grant
All rights reserved.
ISBN: 9798332449710
 Introduction
Welcome to the world of Microsoft Excel! In this book, you will find everything you need
to confidently start using Excel and master advanced features that will help you efficiently
manage data. Whether you are a beginner or an experienced user, you will find useful tips,
step-by-step instructions, and answers to frequently asked questions.
This book will guide you step by step through everything Excel has to offer, from basic
operations to advanced analytical tools. You will learn how to create and format tables,
use powerful functions and formulas, visualize data with charts and graphs, and conduct
in-depth data analysis.
No matter your field, whether it is business, education, research, or personal use, Excel
provides tools that make working with data simpler and more efficient. This book will be
your reliable companion in mastering all the capabilities of Excel, helping you increase
productivity and achieve better results.
Now, let's begin our journey into the amazing world of Excel and discover how this
powerful tool can assist you in your work, studies, and daily life.

3
 Content
INTRODUCTION ...................................................................................... 3

PART I GETTING STARTED WITH EXCEL ................................................... 9

CHAPTER 1: BASICS OF MICROSOFT EXCEL ..................................................... 10

1.1. WHAT IS MICROSOFT EXCEL?.................................................................... 10
1.2. WHY LEARN MICROSOFT EXCEL? ............................................................... 10
1.3. OPENING AND CLOSING EXCEL .................................................................. 11
1.4. SAVING AND OPENING DOCUMENTS .......................................................... 12
1.5. EXCEL INTERFACE .................................................................................... 14
1.6. EXCEL TERMINOLOGY............................................................................... 17
CHAPTER 2: ENTERING AND EDITING DATA .................................................... 18
2.1. UNDERSTANDING CELLS ........................................................................... 18
2.2. ENTERING DATA INTO A CELL .................................................................... 18
2.3. EDITING DATA ........................................................................................ 19
2.4. COPYING AND PASTING DATA ................................................................... 19
2.5. USING THE CLIPBOARD ............................................................................. 20
2.6. PASTE SPECIAL........................................................................................ 20
CHAPTER 3: BASIC OPERATIONS ON THE WORKSHEET ...................................... 22
3.1. CREATING AND MANAGING WORKSHEETS ................................................... 22
3.2. ROWS AND COLUMNS: ADDING, DELETING, MOVING ................................... 23
3.3. HIDING AND UNHIDING ROWS AND COLUMNS ............................................. 25
3.4. GROUPING AND UNGROUPING DATA ......................................................... 26
3.5. PRINTING WORKSHEETS AND PRINT SETUP .................................................. 27

PART II FORMATTING DATA AND WORKSHEETS ................................... 28

CHAPTER 4: FORMATTING CELLS .................................................................. 29

4.1. CHANGING FONT AND TEXT SIZE ................................................................ 29
4.2. ADJUSTING TEXT AND CELL FILL COLORS ..................................................... 29
4.3. ALIGNING TEXT ....................................................................................... 30
4.4. ADDING CELL BORDERS ............................................................................ 31
4.5. FORMATTING NUMBERS AND DATES .......................................................... 31
CHAPTER 5: WORKING WITH RANGES AND TABLES .......................................... 32
5.1. UNDERSTANDING RANGES ........................................................................ 32
5.2. CREATING AND FORMATTING TABLES ......................................................... 33
5.3. BENEFITS OF USING TABLES ...................................................................... 34
5.4. STRUCTURED REFERENCES IN TABLES .......................................................... 35

PART III WORKING WITH FORMULAS AND FUNCTIONS ........................ 36

CHAPTER 6: INTRODUCTION TO FORMULAS AND FUNCTIONS ............................. 37

6.1. INTRODUCTION TO FORMULAS AND FUNCTIONS ........................................... 37
6.2. BASIC FORMULAS (SUM, AVERAGE, MAX, MIN) ...................................... 38
CHAPTER 7: ADVANCED FORMULAS AND FUNCTIONS ....................................... 49
7.1. LOGICAL FUNCTIONS (AND, OR) ............................................................... 49
7.2. MATHEMATICAL FUNCTIONS (SUMIF, RANDBETWEEN) ............................ 52
7.3. STATISTICAL FUNCTIONS (COUNTIF, MODE, VAR)..................................... 53
7.4. TEXT FUNCTIONS (TRANSPOSE, TRIM, TEXTJOIN) ................................... 57
7.5. FINANCIAL FUNCTIONS (PV, FV, NPV, SYD) ............................................... 59
CHAPTER 8: WORKING WITH DATES AND TIMES ............................................. 65
8.1. DATE AND TIME FORMATS ........................................................................ 65
8.2. DATE FUNCTIONS (TODAY, NOW, DATE, YEAR, MONTH, DAY) ................ 65
8.3. TIME FUNCTIONS (HOUR, MINUTE, SECOND) ......................................... 66

PART IV CREATING VISUALIZATIONS .................................................... 68

CHAPTER 9: CREATING CHARTS ................................................................... 69

9.1. INTRODUCTION TO EXCEL CHARTS .............................................................. 69
9.2. TYPES OF CHARTS .................................................................................... 69
9.3. CREATING AND CUSTOMIZING CHARTS........................................................ 70
9.4. SWITCHING ROWS AND COLUMNS IN A CHART ............................................. 72
9.5. RESIZING CHARTS AND FORMATTING ELEMENTS ........................................... 73
CHAPTER 10: USING CONDITIONAL FORMATTING ........................................... 74
10.1. INTRODUCTION TO CONDITIONAL FORMATTING ......................................... 74
10.2. CREATING CONDITIONAL FORMATTING RULES ............................................ 74
10.3. EXAMPLES OF USING CONDITIONAL FORMATTING ...................................... 75

PART V MANAGING AND ANALYZING DATA ......................................... 80

CHAPTER 11: SORTING AND FILTERING DATA ................................................. 81

11.1. SORTING DATA ON A WORKSHEET ........................................................... 81
11.2. FILTERING DATA ................................................................................... 81
11.3. USING ADVANCED FILTERS...................................................................... 83
11.4. SORTING AND FILTERING WITH CONDITIONAL FORMATTING ......................... 84
CHAPTER 12: DATA VALIDATION ................................................................. 85
12.1. INTRODUCTION TO DATA VALIDATION ...................................................... 85
12.3. DATA VALIDATION LISTS (DROP-DOWN MENUS) ....................................... 87
12.4. COPYING AND DELETING DATA VALIDATION RULES ..................................... 88

PART VI PROTECTING DATA.................................................................. 89

CHAPTER 13: DATA PROTECTION ................................................................. 90

13.1. PROTECTING A WORKSHEET AND WORKBOOK ........................................... 90
13.2. RESTRICTING ACCESS TO DATA ................................................................ 91

PART VII ADVANCED FEATURES AND TOOLS ......................................... 93

CHAPTER 14: USING MACROS AND VBA ....................................................... 94

14.1. INTRODUCTION TO MACROS AND VBA ..................................................... 94
14.2. RECORDING AND RUNNING MACROS........................................................ 94
14.3. BASICS OF VBA PROGRAMMING.............................................................. 96
CHAPTER 15: INTRODUCTION TO POWER QUERY .......................................... 101
15.1. WHAT IS POWER QUERY? .................................................................... 101
15.2. IMPORTING DATA WITH POWER QUERY .................................................. 102
15.3. TRANSFORMING AND CLEANING DATA.................................................... 102
15.4. EXAMPLES OF USING POWER QUERY ...................................................... 104
CHAPTER 16: INTRODUCTION TO POWER PIVOT ............................................ 108
16.1. WHAT IS POWER PIVOT?...................................................................... 108
16.2. IMPORTING DATA INTO POWER PIVOT .................................................... 108
16.3. CREATING RELATIONSHIPS AND WORKING WITH DATA MODELS ................. 110
16.4. EXAMPLES OF USING POWER PIVOT FOR DATA ANALYSIS ........................... 114

PART VIII WORKING WITH BIG DATA AND BUSINESS INTELLIGENCE ... 119

CHAPTER 17: DATA ANALYSIS TOOLS IN EXCEL ............................................. 120

17.1. USING THE SOLVER TOOL ..................................................................... 120
17.2. USING WHAT-IF ANALYSIS.................................................................... 123
17.3. CREATING FORECASTS AND TRENDS ....................................................... 124
17.4. EXAMPLES OF USING DATA ANALYSIS TOOLS ........................................... 125
CHAPTER 18: DATA VISUALIZATION WITH POWER BI ..................................... 126
18.1. INTRODUCTION TO POWER BI ............................................................... 126
18.2. IMPORTING DATA FROM EXCEL TO POWER BI .......................................... 127
18.3. CREATING REPORTS AND DASHBOARDS ................................................... 129
18.4. EXAMPLES OF USING POWER BI FOR DATA VISUALIZATION ........................ 130
CHAPTER 19: COLLABORATION IN EXCEL ..................................................... 133
19.1. CO-AUTHORING FILES .......................................................................... 133
19.2. USING COMMENTS AND NOTES ............................................................. 134
19.3. TRACKING CHANGES AND REVIEWING ..................................................... 134
CHAPTER 20: INTEGRATING EXCEL WITH OTHER APPLICATIONS ........................ 135
20.1. IMPORTING/EXPORTING DATA WITH EXCEL ............................................. 135
20.2. USING EXCEL WITH MICROSOFT TEAMS AND SHAREPOINT ......................... 136
20.3. AUTOMATING TASKS WITH MICROSOFT POWER AUTOMATE ...................... 136
CHAPTER 21: DATA PROTECTION AND SECURITY IN EXCEL............................... 137
21.1. DATA PROTECTION WITH MICROSOFT 365 TOOLS .................................... 137
20.2. BEST PRACTICES FOR DATA SECURITY IN EXCEL ......................................... 138

EXCEL GLOSSARY ............................................................................... 141

3-D..................................................................................................... 142
A ........................................................................................................ 142
B ........................................................................................................ 143
C ........................................................................................................ 143
D........................................................................................................ 145
E ........................................................................................................ 147
F ........................................................................................................ 148
G........................................................................................................ 149
H........................................................................................................ 149
I ......................................................................................................... 150
J ......................................................................................................... 150
L ........................................................................................................ 151
M ....................................................................................................... 151
N ....................................................................................................... 152
O ....................................................................................................... 152
P ........................................................................................................ 153
Q ....................................................................................................... 155
R ........................................................................................................ 156
S ........................................................................................................ 157
T ........................................................................................................ 158
U ........................................................................................................ 159
V ........................................................................................................ 159
W ....................................................................................................... 160
X ........................................................................................................ 161

KEYBOARD SHORTCUTS IN EXCEL FOR WINDOWS .............................. 162

FREQUENTLY USED SHORTCUTS .................................................................. 163

USE ACCESS KEYS FOR RIBBON TABS .......................................................... 164
WORK IN THE RIBBON WITH THE KEYBOARD ................................................. 165
KEYBOARD SHORTCUTS FOR NAVIGATING IN CELLS ......................................... 166
KEYBOARD SHORTCUTS FOR FORMATTING CELLS ............................................ 168
KEYBOARD SHORTCUTS IN THE PASTE SPECIAL DIALOG BOX IN EXCEL ................ 171
KEYBOARD SHORTCUTS FOR MAKING SELECTIONS AND PERFORMING ACTIONS...... 171
DATA & FORMULA BAR SHORTCUTS........................................................... 173
KEYBOARD SHORTCUTS FOR REFRESHING EXTERNAL DATA................................ 175
POWER PIVOT KEYBOARD SHORTCUTS......................................................... 176
FUNCTION KEYS...................................................................................... 178
OTHER USEFUL SHORTCUT KEYS ................................................................. 180

KEYBOARD SHORTCUTS IN EXCEL FOR MACOS ................................... 185

FREQUENTLY USED SHORTCUTS .................................................................. 185

WORK IN WINDOWS AND DIALOG BOXES ..................................................... 189
MOVE AND SCROLL IN A SHEET OR WORKBOOK ............................................. 190
ENTER DATA ON A SHEET .......................................................................... 192
WORK IN CELLS OR THE FORMULA BAR ........................................................ 194
FORMAT AND EDIT DATA .......................................................................... 196
SELECT CELLS, COLUMNS, OR ROWS ............................................................ 199
WORK WITH A SELECTION......................................................................... 201
USE CHARTS .......................................................................................... 203
SORT, FILTER, AND USE PIVOTTABLE REPORTS ............................................... 203
OUTLINE DATA ....................................................................................... 203
USE FUNCTION KEY SHORTCUTS ................................................................. 204
DRAWING ............................................................................................. 206
BONUSES.............................................................................................. 207
 Part I
Getting Started with Excel
 Chapter 1: Basics of Microsoft Excel

1.1. What is Microsoft Excel?

Microsoft Excel is a powerful spreadsheet program developed by Microsoft. It allows users
to create and edit spreadsheets, analyze data, create charts and graphs, and automate
routine tasks using macros. Excel is widely used in business, science, education, and other
fields for data management and decision-making.

1.2. Why Learn Microsoft Excel?

Knowing Excel opens up many opportunities to enhance your productivity and efficiency.
Here are a few reasons why you should learn Excel:
• Versatility: Excel can be used for a wide range of tasks, from budgeting to
analyzing large volumes of data.
• Efficiency: With Excel, you can automate routine tasks, saving you time and
effort.
• Data Analysis: Excel provides powerful tools for data analysis, helping you make
informed decisions.
• Career Opportunities: Knowledge of Excel is a valuable skill in many professional
fields.

Detailed Explanation and Recommendations:

Versatility:

Excel’s flexibility makes it suitable for various tasks. For example, you can
use it for simple to-do lists or complex financial modeling.

Tip: Explore different templates available in Excel for various needs like
budgets, calendars, and invoices. This will save you time and provide a
structured starting point.

Efficiency:

Automating tasks with macros and formulas can drastically reduce the time
spent on repetitive tasks.
Tip: Start by learning basic automation like filling series and simple macros before moving
to more complex tasks.

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 Data Analysis:
Excel’s data analysis tools like PivotTables and data visualization options help in making
data-driven decisions.
Tip: Use the Analyze tab for quick insights and recommendations based on your data.
Career Opportunities:
Proficiency in Excel is often required in job descriptions across various industries.
Tip: Highlight your Excel skills on your resume and be ready to demonstrate your
proficiency in interviews.

1.3. Opening and Closing Excel

To start working with Excel, you first need to open the program. Depending on your
operating system and settings, this can be done in several ways:
• On Windows:
1. Find the Excel icon on your desktop or in the Start menu and double-click it.
2. Use the search function by typing "Excel" into the search bar. (fig. 1.1).

(fig. 1.1)

• On macOS:
1. Open the "Applications" folder and find Excel there, then double-click the icon.

11
 2. Use Spotlight search by typing "Excel." (fig. 1.2).

(fig. 1.2).
• Closing Excel:
1. Click the "Close" button in the upper-right corner of the window (Windows) or
the upper-left corner (macOS).
2. Use keyboard shortcuts Alt+F4 (Windows) or ⌘+Q (macOS). (fig. 1.3).

(fig. 1.3)

1.4. Saving and Opening Documents

Saving your work in Excel is an important step to avoid data loss. To save a document,
follow these steps:
• Saving a new document:

1. Click "File" > "Save As," choose a location to save, enter a file name, and click
"Save." (fig. 1.4).

12
 (fig. 1.4)

Saving changes:
If the document has been saved previously, click "File" > "Save" or use the
keyboard shortcuts Ctrl+S (Windows) or ⌘+S (macOS). (fig. 1.5).

(fig. 1.5)

Opening an existing document:

1. Click "File" > "Open," select the file you want to open, and click "Open." (fig. 1.6).

13
 (fig. 1.6)

1.5. Excel Interface

The Excel interface is designed to provide a comprehensive and user-friendly workspace
for managing and analyzing data. Here are the main components: (fig. 1.7).

Main Elements of the Excel Window

Element DescripMon
Verical Scroll
Allows you to scroll the sheet verically.
Bar
The Zoom Slider allows you to change the zoom level of the
Zoom Slider
acive worksheet.
Horizontal
Allows you to scroll the worksheet horizontally.
Scroll Bar
Each of the 16,384 columns in the worksheet has a header,
Column designated by lekers from A to XFD. Click the column header
Headers to select all cells in the column, or drag the column boundary
to change the column width.
Click this bukon to add a new worksheet to the workbook. The
New Sheet
new sheet tab will appear aler the last exising tab in the row
Bukon
of sheet tabs.
Clicking this bukon hides the ribbon, freeing up workspace.
Ribbon Collapse
Double-clicking any tab (or pressing <Ctrl+F1>) brings the
Bukon
ribbon back.
Provides access to the Microsol Office Backstage view, which
File Bukon contains many opions for working with documents (including
prining) and for seong Excel preferences.
Allow you to scroll through the sheet tabs for viewing and
Sheet Tab Scroll
selecing. You can also right-click these bukons to get a full list
Bukons
of sheets in the workbook.

14
Page View Clicking one of these bukons changes the way the worksheet is
Bukons displayed.
These three bukons allow you to minimize, maximize/restore,
Window
or close the current window. This standard set of control
Control Bukons
bukons is common to most Windows applicaions.
The main locaion for Excel commands. Clicking any tab
Ribbon unfolds it on the ribbon, changing the set of displayed
elements.
Each row in the worksheet has a header represented by a
number from 1 to 1,048,576. Click the row header to select all
Row Numbers
cells in the row, or drag the boundary between two row
numbers to change the row height.
This customizable toolbar contains frequently used commands.
Quick Access
The Quick Access Toolbar is always visible, regardless of the
Toolbar
selected tab.
Ribbon Display A dropdown control that allows you to select one of three
Opions ribbon display opions.
Displays the address of the acive cell or the name of the
Name Box
selected cell, range, or object.
Similar to a menu bar. Clicking any tab header displays the
Tab List
corresponding set of Excel commands on the ribbon.
Displays the program name and the name of the current
workbook. It also contains the Quick Access Toolbar (on the
Title Bar
lel) and a set of control bukons (on the right) that can be used
to change the appearance of the window.
This bar displays various messages and the status of keys like
<Num Lock>, <Caps Lock>, and <Scroll Lock>. It also shows
Status Bar general informaion about the selected range of cells. Right-
clicking the status bar allows you to choose the type of
informaion displayed for the range.
Formula Bar When entering data or a formula in a cell, it appears in this bar.
Cell Cursor (or
This is a dark outline that highlights the current acive cell (one
Acive Cell
of the 17,179,869,184 cells in each worksheet).
Indicator)
Each of these tabs, resembling notebook tabs, represents a
separate sheet in the workbook. A workbook can have any
Sheet Tabs
number of worksheets; each sheet has a name that appears on
the sheet tab.

15
 (fig. 1.7)

16
Tip: Familiarize yourself with these key elements of the Excel interface to navigate and
utilize its features effectively. Practice moving between different tabs and exploring the
options available under each one.

1.6. Excel Terminology

To work effectively in Excel, you need to know the basic terms:
1. Cell: The basic element of a worksheet where data is entered.
2. Range: A group of cells that are operated on.
3. Formula: An expression used to perform calculations and analyze data.
4. Function: Built-in formulas that simplify complex operations.
5. Workbook: The file in which you work and store your data. It can contain
multiple sheets.
6. Sheet Tab: A tab at the bottom of the workbook window that allows you to
navigate between different sheets in a workbook.
7. Ribbon: The toolbar at the top of the Excel window that contains tabs and
commands for various functions.
8. Cell Address: The unique identifier of a cell, determined by the intersection of its
column and row (e.g., A1, B2).
9. Active Cell: The currently selected cell where data can be entered or edited.
10. PivotTable: A powerful tool for data analysis that allows you to summarize and
explore data interactively.
11. Chart: A visual representation of data in the form of graphs, such as bar charts,
line charts, and pie charts.

More in Excel Glossary

For a comprehensive list of additional terms and their explanations, please refer to the
Glossary section of this book. The Glossary provides detailed definitions and descriptions
of various Excel-related terms, helping you to better understand and utilize the features of
Excel.

17
 Chapter 2: Entering and Editing Data

2.1. Understanding Cells

A cell is the basic unit of data storage in Excel. Each cell is located at the intersection of a
row and a column and has a unique address consisting of the column letter and row
number (e.g., B2). (fig. 2.1).

(fig. 2.1.)
Detailed Explanation: Cells can hold various types of data, such as text, numbers, dates,
and formulas. Understanding how to reference cells using their addresses is crucial for
effective data management in Excel.
Tip: Always ensure that the data type in each cell matches its intended use. For example,
use number formatting for financial data and date formatting for calendar dates.

2.2. Entering Data into a Cell

To enter data into a cell, follow these steps:
1. Click on the cell to select it.
2. Type in the text, number, or formula.
3. Press Enter to complete the data entry.
Detailed Explanation: Pressing Enter moves the selection to the cell below. To stay in the
same cell after entering data, press Ctrl+Enter.
Tip: Double-check your entries to ensure accuracy, especially when entering complex data
or formulas.

18
2.3. Editing Data
To edit data in a cell:
1. Double-click the cell or press F2 to enter edit mode.
2. Modify the data as needed.
3. Press Enter to complete the changes.
Tip: Use the F2 key to quickly enter edit mode. This shortcut is particularly useful when you
need to make small adjustments to existing data. When editing data, ensure that you do
not accidentally overwrite important information. Always review changes before pressing
Enter.

2.4. Copying and Pasting Data

To copy and paste data, use the following steps:
1. Select the cell or range of cells you want to copy.
2. Press Ctrl+C (Windows) or ⌘+C (macOS) to copy.
3. Select the cell where you want to paste the data, and press Ctrl+V (Windows) or
⌘+V (macOS) to paste.
Detailed Explanation: Copying and pasting data is a fundamental operation in Excel that
allows you to duplicate or move data efficiently.
Tip: Use the Paste Options menu that appears after pasting to choose how the data should
be pasted (e.g., keep source formatting, paste values only).

19
2.5. Using the Clipboard
The Clipboard allows you to copy and paste multiple items. To use the Clipboard:
1. Copy several items using Ctrl+C (Windows) or ⌘+C (macOS).
2. Open the Clipboard pane by clicking "Home" > "Clipboard."
3. Select the item from the Clipboard that you want to paste. (fig. 2.2).

Tip: The Clipboard pane is particularly useful when you need to copy multiple pieces of data
from different locations and paste them in a different order.

(fig. 2.2)

2.6. Paste Special

Paste Special provides various options for pasting data, such as pasting values only,
formats, or formulas. To use Paste Special:

1. Copy the cell or range of cells.

2. Right-click the cell where you want to paste the data.
3. Select "Paste Special" and choose the desired paste option (fig. 2.3).

20
 (fig. 2.3)

Detailed Explanation: Paste Special is a powerful feature that allows you to control exactly
how data is pasted. For example, you can paste only the values without the formatting or
formulas.

Tip: Use Paste Special to avoid carrying over unwanted formatting or to perform
calculations on the pasted data.

21
 Chapter 3: Basic Operations on the Worksheet

3.1. Creating and Managing Worksheets

To create a new worksheet:

1. Click the "+" button at the bottom of the Excel window, next to the tabs of
existing sheets (fig. 3.1).

(fig. 3.1)

Managing Worksheets:

Renaming:
• Right-click on the sheet tab, select "Rename," and enter a new name (fig. 3.2).
Moving:
• Drag the sheet tab to a new location.
Deleting:
• Right-click on the sheet tab and select "Delete" (fig. 3.2).

22
 (fig. 3.2).

Detailed Explanation and Recommendations:

1. Renaming Sheets:
• Give meaningful names to your sheets to easily identify the data contained
within each one.
Tip: Use names that reflect the content or purpose, like "Sales Q1" or "Budget 2024."
2. Moving Sheets:
Organize your sheets in a logical order to enhance navigation and workflow.
Tip: Group related sheets together, for example, by project or data type.
3. Deleting Sheets:
Be cautious when deleting sheets to avoid losing important data.
Tip: Always double-check the content of a sheet before deleting it, or consider backing up
your workbook.

3.2. Rows and Columns: Adding, Deleting, Moving

To add rows or columns:

1. Select the row or column next to where you want to insert new elements.

2. Right-click and choose "Insert" (fig. 3.3).

To delete rows or columns:

1. Select the row or column you want to delete.

2. Right-click and choose "Delete" (fig. 3.3).

23
To move rows or columns:

1. Select the row or column you want to move.

2. Drag the selected item to a new location, holding down the mouse button.

(fig. 3.3).

Detailed Explanation and Recommendations:

1. Inserting Rows/Columns:

o Inserting new rows and columns can help structure your data better.

Tip: Use the "Insert" menu to add multiple rows or columns at once.
2. Deleting Rows/Columns:

o Deleting unnecessary rows and columns can make your worksheet

cleaner and more readable.

Tip: Ensure no important data is within the rows or columns you plan to delete.
3. Moving Rows/Columns:

o Moving rows and columns can help reorganize data for better analysis
and presentation.

Tip: Be aware that moving data might affect formulas and references.

24
3.3. Hiding and Unhiding Rows and Columns

To hide rows or columns:

1. Select the row or column you want to hide.

2. Right-click and choose "Hide" (fig. 3.4).

To unhide rows or columns:

1. Select the adjacent rows or columns to the hidden ones.

2. Right-click and choose "Unhide" (fig. 3.4).

(fig. 3.4)

Detailed Explanation and Recommendations:

1. Hiding Rows/Columns:

o Hiding can help you focus on specific parts of your data.

Tip: Use hiding to simplify complex worksheets during presentations or when sharing with
others.
2. Unhiding Rows/Columns:

o Unhiding makes previously hidden data visible again.

25
Tip: Keep track of hidden rows/columns to avoid confusion.

3.4. Grouping and Ungrouping Data

To group data:

1. Select the rows or columns you want to group.

2. Go to the "Data" tab and select "Group" (fig. 3.5).

To ungroup data:

1. Select the grouped rows or columns.

2. Go to the "Data" tab and select "Ungroup" (fig. 3.5).

(fig. 3.5)

Detailed Explanation and Recommendations:

1. Grouping Data:

o Grouping helps organize related data and makes it easier to

expand/collapse sections for better readability.

Tip: Use grouping for sections of data that are frequently analyzed together.
2. Ungrouping Data:

o Ungrouping restores the data to its original, ungrouped state.

Tip: Use ungrouping sparingly to maintain the organizational structure.

26
3.5. Printing Worksheets and Print Setup

To set up printing:

1. Go to the "File" menu and select "Print."

2. In the print preview window, adjust settings such as page orientation, paper size,
and margins

To print a worksheet:

1. Ensure all print settings are correctly configured.

2. Click the "Print" button

Detailed Explanation and Recommendations:

1. Print Setup:

o Adjusting print settings ensures your data is printed correctly and

professionally.

Tip: Use print preview to check how your worksheet will look when printed.
2. Printing Worksheets:

o Properly configured print settings help in achieving the desired print

results.

Tip: Double-check print settings for headers, footers, and scaling before printing.

27
 Part II
Formatting Data and
Worksheets
 Chapter 4: Formatting Cells

4.1. Changing Font and Text Size

To change the font and text size in cells:

1. Select the cells you want to format.

2. Go to the "Home" tab.

3. Use the drop-down menus to select the font and text size (fig. 4.1).

(fig. 4.1)
Detailed Explanation: Changing the font and text size helps to improve the readability of
your data and make important information stand out.
Tip: Use consistent fonts and text sizes throughout your worksheet to maintain a
professional and cohesive look.

4.2. Adjusting Text and Cell Fill Colors

To change the text color and cell fill:

1. Select the cells you want to modify.
2. On the "Home" tab, use the "Font Color" and "Fill Color" buttons (fig. 4.2).

29
 (fig. 4.2)

Detailed Explanation: Adjusting text and cell fill colors can help highlight important data or
differentiate between various data categories.

Tip: Use contrasting colors for text and cell fills to ensure readability. Avoid using too many
different colors, as this can make the worksheet look cluttered.

4.3. Aligning Text

To align text in cells:

1. Select the cells you want to align.

2. On the "Home" tab, use the alignment buttons to align text left, center, or right
(fig. 4.3).

(fig. 4.3)

30
Detailed Explanation: Proper text alignment improves the visual structure of your
worksheet, making it easier to read and understand.

Tip: Use center alignment for headings and left alignment for text data to maintain a clean
and organized appearance.

4.4. Adding Cell Borders

To add borders to cells:

1. Select the cells where you want to add borders.

2. On the "Home" tab, use the "Borders" button to select the type of border (fig.
4.4).

(fig. 4.4)

Detailed Explanation: Adding borders to cells helps to separate data and create a clear
visual distinction between different sections of your worksheet.

Tip: Use thicker borders for the outer edges of tables and thinner borders for internal lines
to enhance readability.

4.5. Formatting Numbers and Dates

To format numbers and dates:

1. Select the cells you want to format.

2. On the "Home" tab, use the "Number Format" drop-down menu to choose the
desired format (e.g., "Number," "Date," "Time") (fig. 4.5).

31
 (fig. 4.5)

Detailed Explanation: Properly formatting numbers and dates ensures that your
data is displayed correctly and is easy to interpret.
Tip: Use number formatting to display financial data with the appropriate currency
symbols and decimal places. Use date formatting to ensure dates are consistently
displayed.

Chapter 5: Working with Ranges and Tables

5.1. Understanding Ranges

A range is a group of cells that are operated on as a group. You can select a range by
clicking and dragging the mouse over the desired cells (fig. 5.1).

32
 (fig. 5.1)

Detailed Explanation: Selecting ranges allows you to apply formatting, formulas, and other
operations to multiple cells at once, improving efficiency.

Tip: Use named ranges to simplify complex formulas and make your worksheet easier to
understand.

5.2. Creating and Formatting Tables

To create a table:

1. Select the range of cells you want to convert into a table.

2. On the "Insert" tab, click the "Table" button.

3. Choose a table style and confirm your selection (fig. 5.2).

(fig. 5.2)

33
To format a table:

1. Select the table.

2. On the "Design" tab, choose formatting styles and options (fig. 5.3).

(fig. 5.3)

Detailed Explanation: Tables provide a structured way to manage and analyze data, with
built-in features for filtering, sorting, and formatting.

Tip: Choose table styles that enhance readability and match the overall design of your
worksheet.

5.3. Benefits of Using Tables

Tables in Excel offer several advantages:

• Automatic Formatting: Tables are automatically formatted, making them

visually appealing and easy to read.

• Filtering and Sorting: Tables include built-in tools for filtering and sorting data.
(fig. 5.4).

34
 (fig. 5.4)

Detailed Explanation: Using tables simplifies data management and ensures consistency in
formatting and functionality.

Tip: Convert ranges to tables whenever possible to take advantage of these features and
improve your data workflow.

5.4. Structured References in Tables

Structured references make it easy to refer to data in tables. Instead of using regular cell
references (e.g., A1), you can use column names.

Detailed Explanation: Structured references enhance formula readability and make it

easier to understand and maintain complex formulas.

Tip: Use structured references to make your formulas more intuitive and less prone to
errors, especially in large datasets.

35
 Part III
Working with Formulas and
Functions
 Chapter 6: Introduction to Formulas and Functions

6.1. Introduction to Formulas and Functions

Formulas and functions in Excel are powerful tools for performing calculations and
analyzing data. A formula always begins with an equal sign (=) and can include operators,
cell references, and built-in functions (fig. 6.1).

(fig. 6.1)

Detailed Explanation: Formulas are essential for automating calculations and improving
data analysis efficiency. Understanding how to construct and use formulas is fundamental
to leveraging Excel's full potential.

Tip: Start with simple formulas to get comfortable with the syntax and gradually progress
to more complex calculations.

37
6.2. Basic Formulas (SUM, AVERAGE, MAX, MIN)

• SUM:

o This function adds up numbers in a range.

o Format: =SUM(B2:B3) (fig. 6.2).

(fig. 6.2)

38
• AVERAGE:

o This function calculates the average value of numbers in a range.

o Format: =AVERAGE(B2:B3) (fig. 6.3).

(fig. 6.3)

39
 • MAX:

o This function returns the maximum value in a range.

o Format: =MAX(B2:B3) (fig. 6.4).

(fig. 6.4)

40
 • MIN:

o This function returns the minimum value in a range.

o Format: =MIN(B2:B3) (fig. 6.5).

(fig. 6.5)

Detailed Explanation: These basic functions are fundamental for everyday calculations and
data analysis. They help summarize and interpret data quickly.

Tip: Use the AutoSum feature on the Home tab to quickly apply these functions to your
data.

41
6.3. Frequently Used Functions (IF, VLOOKUP, HLOOKUP, COUNT,
COUNTIF)
• IF:

o This function performs a logical comparison between a value and an

expected result.

o Format: =IF(A1>10, "Yes", "No") (fig. 6.6).

(fig. 6.6)

• VLOOKUP:

o This function looks for a value in the first column of a table and returns
a value in the same row from another column.

o Format: =VLOOKUP(value, table, col_index_num, [range_lookup]) (fig.

6.7).

To use the VLOOKUP function in Excel, you can follow these steps:

42
• Prepare your data table:

o Ensure your data table contains a column where you will look for a
value and column(s) from which you want to return a value.

• Example data:

o Suppose you have a table with names and phone numbers:

A B
1 Name Phone
2 John 123-4567
3 Jane 234-5678
4 Doe 345-6789
• Using the VLOOKUP function:

o Enter the formula in the cell where you want to see the result.

o Example: if you want to find the phone number for "Jane":

=VLOOKUP("Jane", A2:B4, 2, FALSE)
o Formula explanation:

§ "Jane": the value you are looking for in the first column of
the table.

§ A2:B4: the range of the table where your search and return
data are located.

§ 2: the column number from which you want to return the

value (in this case, the "Phone" column).

§ FALSE: exact match (if it doesn't find an exact match, it will

return an error).

• Result:

o The cell with the formula will display the phone number "234-5678".

43
 (fig. 6.7)

• HLOOKUP:

o This function works similarly to VLOOKUP but searches for a value in

the first row of a table.

o Format: =HLOOKUP(value, table, row_index_num, [range_lookup])

(fig. 6.8).

Prepare your data table:

• Ensure your data table contains a row where you will look for a value and row(s)
from which you want to return a value.

Example data:

• Suppose you have a table with product names in the first row and their prices in
the second row:

44
 A B C
1 Product1 Product2 Product3
2 10 20 30
Using the HLOOKUP function:

• Enter the formula in the cell where you want to see the result.

• Example: if you want to find the price for "Product2":

=HLOOKUP("Product2", A1:C2, 2, FALSE)
• Formula explanation:

o "Product2": the value you are looking for in the first row of the table.

o A1:C2: the range of the table where your search and return data are
located.

o 2: the row number from which you want to return the value (in this
case, the second row with prices).

o FALSE: exact match (if it doesn't find an exact match, it will return an
error).

45
Result:

• The cell with the formula will display the price "20".

(fig. 6.8)

46
• COUNT:

o This function counts the number of numbers in a range.

o Format: =COUNT(A1:A10) (fig. 6.9).

(fig. 6.9)

47
 • COUNTIF:

o This function counts the number of cells in a range that meet a

condition.

o Format: =COUNTIF(A1:A10, ">=10") (fig. 6.10)

(fig. 6.10)

Detailed Explanation: These functions are widely used in various data analysis scenarios.
They provide conditional logic (IF), lookup capabilities (VLOOKUP, HLOOKUP), and counting
functionalities (COUNT, COUNTIF).

48
Tip: Familiarize yourself with these functions by practicing with different datasets. This will
enhance your data analysis skills and efficiency. When using lookup functions like
VLOOKUP and HLOOKUP, ensure your data is organized correctly for accurate results.

Chapter 7: Advanced Formulas and Functions

7.1. Logical Functions (AND, OR)

AND:
1. This function returns TRUE if all arguments are true.
2. Format: =AND(condition1, condition2) (fig. 7.1).

AND Function
Description: This function returns TRUE if all arguments are true.
Format:
=AND(condition1, condition2)
Example Data
Suppose you have the following values in columns A and B:

A B
10 20
15 25
30 5
25 30
20 15

Example Usage of the AND Function

The formula to check if the values in column A are greater than 10 and the values in
column B are less than 30 will look like this:
=AND(A2>10, B2<30)
Result
This formula will return:

• In cell C2: FALSE (because the value in A2 is 10, which is not greater than 10)

• In cell C3: TRUE (because the value in A3 is greater than 10 and the value in B3 is
less than 30)

49
 • In cell C4: TRUE (because the value in A4 is greater than 10 and the value in B4 is
less than 30)

• In cell C5: FALSE (because the value in B5 is 30, which is not less than 30)

• In cell C6: TRUE (because the value in A6 is greater than 10 and the value in B6 is
less than 30)
Example Formula in Cells
If you want to apply the formula to each row:
=AND(A2>10, B2<30)
You can copy this formula to other cells, such as C2, C3, C4, etc.

(fig. 7.1)

OR:
1. This function returns TRUE if any argument is true.
2. Format: =OR(condition1, condition2) (fig. 7.2).
OR Function
Description: This function returns TRUE if any argument is true.
Example Data
Suppose you have the following values in columns A and B:

50
A B
10 20
15 25
30 5
25 30
20 15

Example Usage of the OR Function

The formula to check if the values in column A are greater than 20 or the values in column
B are less than 10 will look like this:
=OR(A2>20, B2<10)
Result
This formula will return:

• In cell C2: FALSE (because the value in A2 is not greater than 20 and the value in
B2 is not less than 10)

• In cell C3: FALSE (because the value in A3 is not greater than 20 and the value in
B3 is not less than 10)

• In cell C4: TRUE (because the value in A4 is greater than 20)

• In cell C5: FALSE (because the value in A5 is not greater than 20 and the value in
B5 is not less than 10)

• In cell C6: FALSE (because the value in A6 is not greater than 20 and the value in
B6 is not less than 10)
Example Formula in Cells
If you want to apply the formula to each row:
=OR(A2>20, B2<10)
You can copy this formula to other cells, such as C2, C3, C4, etc.

51
 (fig. 7.2)

Detailed Explanation: Logical functions are used to test multiple conditions and return a
Boolean value (TRUE or FALSE). They are often used in conjunction with other functions to
create complex formulas.

Tip: Use logical functions to build dynamic formulas that respond to different data
conditions.

7.2. Mathematical Functions (SUMIF, RANDBETWEEN)

• SUMIF:

o This function adds up numbers in a range that meet a specified

condition.

o Format: =SUMIF(A1:A10, ">10") (fig. 7.3).

52
 (fig. 7.3)

• RANDBETWEEN:

o This function returns a random number between the specified range.

o Format: =RANDBETWEEN(1, 100) (fig. 7.4).

(fig. 7.4)

Detailed Explanation: Mathematical functions perform calculations on numerical data.

They can be used for summing values, generating random numbers, and more.

Tip: Use the RANDBETWEEN function to generate random data for simulations and testing.

7.3. Statistical Functions (COUNTIF, MODE, VAR)

• COUNTIF:

53
 o This function counts the number of cells in a range that meet a
condition.

o Format: =COUNTIF(A1:A10, ">=10") (fig. 7.5).

(fig. 7.5)

MODE:

• Description: This function returns the most frequently occurring number in a

range.

• Format: =MODE(A1:A10) (fig. 7.6).

54
 (fig. 7.6)

VAR:

• Description: This function calculates the variance of numbers in a range,

showing how much the numbers vary from the average.

• Format: =VAR(A1:A10) (fig. 7.7).

55
 (fig. 7.7)

Detailed Explanation: Statistical functions help in summarizing and analyzing data sets.
They are used to count, average, apply conditions to data, find the mode, and calculate
variance.

Tip: Use COUNTIF to apply specific conditions when counting data points, improving the
accuracy of your analysis. The MODE function is useful for identifying the most common
value in a dataset, while the VAR function provides insight into the spread and variability of
data points. These functions are essential for comprehensive statistical analysis.

56
7.4. Text Functions (TRANSPOSE, TRIM, TEXTJOIN)

• TRANSPOSE:

o This function swaps the rows and columns of a range.

o Format: =TRANSPOSE(range) (fig. 7.8).

Example for TRANSPOSE
Suppose you have the following data in a range:
ABC
1 2 3
4 5 6
Using the TRANSPOSE function, you can swap the rows and columns of this range.
Transpose Formula:
=TRANSPOSE(A1:C2)

Result:
A14
B 25
C 36

(fig. 7.8)
In Excel, select the range where you want to place the transposed data, then enter the
formula and press Ctrl+Shift+Enter to confirm it as an array formula (for Excel versions
prior to Office 365).

TRIM:
1. This function removes extra spaces from text.
2. Format: =TRIM(text) (fig. 7.9).

57
Example for TRIM
Using the TRIM function, you can remove the extra spaces from the text.

Original Text:
" Hello World Hello World "
Trim Formula:
=TRIM(B2)
Result:
"Hello World Hello World "

(fig. 7.9)
Detailed Explanation: The TRIM function is useful for cleaning up text data by removing
extra spaces, which can help in standardizing and preparing data for analysis.

Tip: Use the TRIM function to clean up text fields and remove unnecessary spaces, ensuring
that your text data is consistent and easier to work with.

TEXTJOIN:
1. This function joins text from multiple ranges and/or strings and inserts a
delimiter between each text value.
2. Format: =TEXTJOIN(delimiter, ignore_empty, text1, [text2], ...) (fig. 7.10).

Example for TEXTJOIN

Suppose you have the following text values in cells A1, A2, and A3:

A1 Apple

A2 Banana

A3 Cherry

Using the TEXTJOIN function, you can combine these text values with a delimiter.

58
TEXTJOIN Formula:
=TEXTJOIN(", ", TRUE, A1, A2, A3)
Result:
"Apple, Banana, Cherry"

(fig. 7.10)

Detailed Explanation: The TEXTJOIN function is useful for combining text from multiple
cells into a single cell, with a specified delimiter between each text value. It also allows you
to choose whether to ignore empty cells. Text functions, in general, are used to
manipulate and format text data. They are useful for cleaning up text entries and creating
dynamic text strings.

Tip: Use the TEXTJOIN function to efficiently concatenate text values from multiple cells,
making it easier to create comprehensive and well-formatted text strings. This is especially
useful for creating lists or concatenating data for reporting purposes. Additionally, use the
TRIM function to clean up data imported from other sources that may contain irregular
spacing.

7.5. Financial Functions (PV, FV, NPV, SYD)

PV (Present Value):
1. This function calculates the present value of future cash flows.
2. Format: =PV(rate, nper, pmt, [fv], [type]) (fig. 7.11).
Task:You are considering investing in a retirement plan that offers annual payouts of
$20,000 for the next 20 years, starting from your retirement year. Assuming an annual
interest rate of 4%, calculate the present value of these future payments to determine the
initial investment required today.

Format:
=PV(rate, nper, pmt, [fv], [type])

Parameters:

59
 • rate: The interest rate per period.

• nper: The total number of payment periods.

• pmt: The payment made each period; it remains constant over the life of the
annuity.

• [fv]: (Optional) The future value or cash balance after the last payment. If
omitted, it defaults to 0.

• [type]: (Optional) When payments are due:

• 0 or omitted: Payments at the end of the period (ordinary annuity).
• 1: Payments at the beginning of the period (annuity due).
Example:

Parameter Value
Rate 4%
Nper 20
Pmt -20000
Fv 0
Type 0

Formula:
=PV(0.04, 20, -20000, 0, 0)

Result:
The present value of an investment with a 4% annual interest rate, receiving $20,000
annually for 20 years, with no future value, is approximately $236,192.77.

(fig. 7.11)

60
FV (Future Value):
1. This function calculates the future value of an investment.
2. Format: =FV(rate, nper, pmt, [pv], [type]) (fig. 7.12).
Task: You plan to invest $5,000 annually in a retirement fund that promises an annual
interest rate of 8% for the next 25 years. Calculate the future value of your investment to
determine how much you will have saved by the end of the investment period.

Parameters:

1. rate: The interest rate per period.

2. nper: The total number of payment periods.

3. pmt: The payment made each period; it remains constant over the life of the
annuity.

4. [pv]: (Optional) The present value or total amount that a series of future
payments is worth now. If omitted, it defaults to 0.

5. [type]: (Optional) When payments are due:

• 0 or omitted: Payments at the end of the period (ordinary

annuity).
• 1: Payments at the beginning of the period (annuity due).

Example:

Parameter Value
Rate 8%
Nper 25
Pmt -5000
Pv 0
Type 0

Formula:
=FV(0.08, 25, -5000, 0, 0)

Result:
The future value of investing $5,000 annually for 25 years at an 8% annual interest rate is
approximately $36529.70.

61
 (fig. 7.12)
NPV (Net Present Value):
This function calculates the net present value of an investment based on a series of cash
flows and a discount rate.

Format:
=NPV(rate, cash_flows) + Initial_Investment (fig. 7.13).

Parameters:

• rate: The discount rate over one period.

• cash_flows: The series of cash flows representing the income or payments over
the investment period.

• Initial_Investment: The initial cash outlay at the beginning of the investment.

Recommendations:

• Use this function to evaluate the profitability of an investment or project.

• Ensure the cash flows are entered in the correct sequence, reflecting the actual
timing of the payments.

Task: You are considering an investment that requires an initial outlay of $10,000 and
promises to return $3,000 annually for the next 5 years. Calculate the net present value of
this investment using a discount rate of 7% to determine if it's a worthwhile investment.

62
Example:

Year Cash Flow

0 -10000
1 3000
2 3000
3 3000
4 3000
5 3000

• Formula:
=NPV(0.07, 3000, 3000, 3000, 3000, 3000) - 10000

• Result:
The net present value of this investment with a 7% discount rate is
approximately $2,150.09.

(fig. 7.13)
SYD (Sum-of-Years' Digits)
This function calculates the depreciation of an asset based on the sum-of-years' digits
method, which accelerates depreciation by applying a decreasing fraction of the
depreciable cost over the life of the asset.
Format:
=SYD(cost, salvage, life, per) (fig. 7.14).

Parameters:

1. cost: The initial cost of the asset.

2. salvage: The value of the asset at the end of its useful life.

3. life: The useful life of the asset (in years).

63
 4. per: The period for which the depreciation is calculated.

Recommendations:
• Use this function for assets that lose value quickly in the early years of their
useful life.

• Ensure that the periods are consistent (e.g., annual periods for annual
depreciation).

Task: You purchased machinery for $50,000, which you expect to have a salvage value of
$5,000 at the end of its 10-year useful life. Calculate the depreciation expense for the third
year using the sum-of-years' digits method.

Example:

Parameter Value
Cost 50000
Salvage 5000
Life 10
Period 3

Formula:
=SYD(50000, 5000, 10, 3)

Result:
The depreciation expense for the third year is approximately $6,545.45.

(fig. 7.14)

Detailed Explanation: Financial functions help in analyzing financial data, calculating

values related to investments, and assessing asset depreciation.

64
Tip: Use financial functions to perform in-depth financial analysis, making it easier to
evaluate investment opportunities and financial strategies.

Chapter 8: Working with Dates and Times

8.1. Date and Time Formats

Excel allows you to enter and format dates and times in various ways. You can choose the
format that best suits your needs.

Detailed Explanation: Excel recognizes dates and times as serial numbers, which allows for
a wide range of formatting and calculations. Understanding how to format these correctly
is crucial for accurate data representation and analysis.

Tip: Always use Excel's date and time formats to ensure consistency and avoid errors in
calculations.

8.2. Date Functions (TODAY, NOW, DATE, YEAR, MONTH, DAY)

• TODAY:

o This function returns the current date.

o Format: =TODAY()

• NOW:

o This function returns the current date and time.

o Format: =NOW()

• DATE:

o This function creates a date from the specified year, month, and day
values.

o Format: =DATE(year, month, day)

• YEAR:

o This function extracts the year from a date.

o Format: =YEAR(date)

65
 • MONTH:

o This function extracts the month from a date.

o Format: =MONTH(date)

• DAY:

o This function extracts the day from a date.

o Format: =DAY(date)

Detailed Explanation: These functions are essential for working with dates in Excel. They
help in extracting specific parts of a date and performing date-related calculations.

Tip: Use the TODAY and NOW functions for dynamic date and time entries that update
automatically.

8.3. Time Functions (HOUR, MINUTE, SECOND)

HOUR:

• Description: This function extracts the hour from a time.

• Format: =HOUR(time)

• Example: If cell A1 contains the time 14:35:50, the formula =HOUR(A1) will
return 14.

MINUTE:

• Description: This function extracts the minutes from a time.

• Format: =MINUTE(time)

• Example: If cell A1 contains the time 14:35:50, the formula =MINUTE(A1) will
return 35.

SECOND:

• Description: This function extracts the seconds from a time.

• Format: =SECOND(time)

• Example: If cell A1 contains the time 14:35:50, the formula =SECOND(A1) will
return 50.

66
Here's a table summarizing the examples: (fig. 8.1).

Time HOUR Formula Result MINUTE Formula Result SECOND Formula Result
14:35:50 =HOUR(A1) 14 =MINUTE(A1) 35 =SECOND(A1) 50

(fig. 8.1)

Detailed Explanation: Time functions allow you to break down a time value into its
component parts (hours, minutes, seconds), which can be useful for detailed time analysis
and calculations.

Tip: Combine date and time functions to perform comprehensive date-time analyses, such
as calculating the duration between two timestamps.

67
 Part IV
Creating Visualizations
 Chapter 9: Creating Charts

9.1. Introduction to Excel Charts

Charts in Excel are a powerful tool for visualizing data. They help to better
understand and analyze information by presenting it in a graphical format. Excel
offers many types of charts, each suited for different purposes (fig. 9.1).

(fig. 9.1)

Detailed Explanation: Charts convert raw data into visual representations, making
patterns and trends easier to identify. This is especially useful for presentations and
reports where data needs to be communicated clearly and effectively.

Tip: Choose the chart type that best matches the nature of your data and the story you
want to tell.

9.2. Types of Charts

Excel provides a variety of chart types:

• Line Charts:

o Ideal for displaying data changes over time.

• Column Charts:

o Great for comparing individual items.

• Histograms:

o Used for showing data distribution.

69
 • Pie Charts:

o Suitable for displaying parts of a whole.

• Scatter Plots:

o Used for displaying relationships between two data sets.

• Combination Charts:

o A mix of different chart types.

Detailed Explanation: Each chart type serves a specific purpose and is best suited for
certain types of data. For example, line charts are excellent for time-series data, while pie
charts are useful for showing proportions.

Tip: Experiment with different chart types to see which best visualizes your data. Excel's
"Recommended Charts" feature can provide helpful suggestions.

9.3. Creating and Customizing Charts

To create a chart:

1. Select the data you want to use for the chart. For example, suppose you have
the following data in your worksheet:

Month Sales
Jan 5000
Feb 6000
Mar 7000
Apr 8000

2. Go to the "Insert" tab and choose the chart type. For this example, we will
create a column chart:

o Select the range A1

o Go to the "Insert" tab.

o In the Charts group, click on the "Column" chart icon and select the
"Clustered Column" chart type (fig. 9.2).

To customize a chart:

1. Click on the chart to select it.

70
 2. Use the "Design" and "Format" tabs to change styles, colors, and other settings:

o Design tab: Apply predefined styles to give your chart a professional

look.

§ For example, choose a chart style with a consistent color

scheme that matches your document's theme.

o Format tab: Make detailed adjustments to elements such as axis

labels, titles, and data series.

§ For example, change the color of the columns to make the

data more visually appealing (fig. 9.2).

Example:

Consider the following data and steps to create and customize a column chart:

Data:

Month Sales
Jan 5000
Feb 6000
Mar 7000
Apr 8000

Steps to create and customize the chart:

1. Select the range A1:B4

2. Go to the "Insert" tab and choose a "Clustered Column" chart

3. Click on the chart to select it.

4. Use the "Design" tab to apply a predefined style. For example, choose a style
that highlights the columns with different shades of blue.

5. Use the "Format" tab to change the color of the columns to green, and adjust
the axis titles for better clarity .

71
 (fig. 9.2)

Detailed Explanation: Customizing charts allows you to tailor the appearance and
functionality to better fit your needs and make the chart more readable and visually
appealing.

Tip: Use the "Design" tab to apply predefined styles and the "Format" tab for detailed
adjustments. Consistent color schemes and styles improve the overall presentation.

9.4. Switching Rows and Columns in a Chart

To switch rows and columns in a chart:

1. Select the chart.

2. Go to the "Design" tab and click "Switch Row/Column" (fig. 9.3).

72
 (fig. 9.3)

Detailed Explanation: Switching rows and columns can change the way data is
presented in the chart, which might provide a clearer or more meaningful view of
the data.
Tip: Use this feature to quickly experiment with different data orientations to find the most
effective visualization.

9.5. Resizing Charts and Formatting Elements

To resize a chart:

1. Click on the chart to select it.

2. Drag the corners or edges of the chart to change its size (fig. 9.4).

To format chart elements:

1. Right-click on an element (e.g., axis, legend, data series) and select "Format."

2. Use the available options to customize the appearance of the element (fig. 9.4).

73
 (fig. 9.4)

Detailed Explanation: Resizing and formatting chart elements help to better integrate the
chart into your worksheet and enhance its readability. Properly formatted charts can
significantly improve data interpretation.

Tip: Ensure that all chart elements are clearly visible and appropriately labeled. Use
formatting options to highlight key data points and trends.

Chapter 10: Using Conditional Formatting

10.1. Introduction to Conditional Formatting

Conditional formatting in Excel allows you to automatically change the format of cells
based on their values. This is useful for visually highlighting important information and
analyzing data.

Detailed Explanation: Conditional formatting enhances data visualization by applying

formatting such as colors, icons, and data bars to cells that meet certain criteria. This
makes it easier to identify patterns, trends, and outliers in your data.

Tip: Use conditional formatting to quickly draw attention to key data points and to make
your worksheets more interactive and informative.

10.2. Creating Conditional Formatting Rules

To create a conditional formatting rule:

1. Select the range of cells you want to format.

2. Go to the "Home" tab and click "Conditional Formatting."

74
 3. Choose "New Rule" and set up the conditions. (fig. 10.1).

(fig. 10.1)

Detailed Explanation: Setting up conditional formatting rules involves specifying the

criteria that trigger the formatting. You can use predefined rules or create custom
formulas to apply specific formatting based on your data.

Tip: Start with simple rules and gradually add more complexity as needed. You can apply
multiple rules to the same range for more nuanced formatting.

10.3. Examples of Using Conditional Formatting

Highlighting Cells with Specific Values:

• Example: Highlight all cells with values above 100 in red.

• Format: =A1>100

• Steps:

1. Select the range of cells you want to format. For example, if your data
is in column A, select A1

2. Go to the "Home" tab and click "Conditional Formatting."

3. Choose "New Rule."

4. Select "Use a formula to determine which cells to format."

5. Enter the formula =A1>100.

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 6. Click "Format," choose a red fill color, and click OK (fig. 10.2).

Tip: Use this type of conditional formatting to quickly identify values that exceed a certain
threshold, such as sales targets or budget limits.

Example Data:
Value
90
110
150
80
120
Formatted Data:

(fig. 10.2)

Creating Color Scales:

• Example: Use gradient fills to visualize a range of values.

• Format: Choose a two-color or three-color scale based on the minimum,

midpoint, and maximum values.

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 • Steps:

1. Select the range of cells you want to format.

2. Go to the "Home" tab and click "Conditional Formatting."

3. Choose "Format all cells based on their values"

4. Choose "Format style"

5. Select a two-color or three-color scale that fits your data (fig. 10.3).

Tip: Color scales are particularly useful for heat maps and other types of visual analysis
where relative values need to be compared.

Example Data:
Value
10
50
90
130
170
Formatted Data with Color Scale:

(fig. 10.3)

77
Creating Icon Sets:

• Example: Display icons to indicate trends or categories.

• Format: Choose from various icon sets such as arrows, traffic lights, or stars to
represent different ranges of values. (fig. 10.4).

• Steps:

1. Select the range of cells you want to format.

2. Go to the "Home" tab and click "Conditional Formatting."

3. Choose "Icon Sets."

4. Select an icon set that fits your data

• Detailed Explanation: Icon sets provide a quick visual representation of data

categories or trends. They are useful for dashboards and summary reports.

Tip: Use icons to convey information at a glance, such as performance metrics or risk levels.
This helps stakeholders quickly understand the data without needing to read detailed
numbers.
Example Data:

Value
30
60
90
120
150

78
 (fig. 10.4)

Formatted Data with Icon Sets:

By following these examples, you can effectively use conditional formatting to

enhance your data analysis and presentation in Excel.

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 Part V
Managing and Analyzing
Data
 Chapter 11: Sorting and Filtering Data

11.1. Sorting Data on a Worksheet

Sorting data allows you to arrange the data in a table in ascending or descending order.

To sort data:

1. Select the column you want to sort.

2. Go to the "Data" tab and choose "Sort Smallest to Largest" or " Sort Largest to
Smallest" (fig. 11.1).

(fig. 11.1)

Detailed Explanation: Sorting helps in organizing data to find trends or to prepare for
further analysis. It can be done alphabetically, numerically, or by date.

Tip: Sort data to quickly locate specific information or to arrange data in a meaningful
sequence for better readability.

11.2. Filtering Data

Filtering data allows you to display only the rows that meet certain criteria.

81
To enable filtering:

1. Select the data range.

o For example, select the range A1

if your data is in columns A and B.

2. Go to the "Data" tab and click "Filter."

o This will add a dropdown arrow to each column header (fig. 11.2).

3. Click the arrow in the column header and choose the filtering criteria.

o For example, if you want to filter for sales greater than 150, click the
arrow in the "Sales" column, choose "Number Filters," and set the
criteria to "Greater Than" 150 (fig. 11.2).

Example:

Suppose you have the following data in your worksheet:

Product Sales
A 150
B 200
C 120
D 300
E 180

Steps to Filter Data:

1. Select the range A1

2. Go to the "Data" tab on the Ribbon.

3. Click on "Filter."

4. Click the arrow in the "Sales" column header.

5. Choose "Number Filters" and then "Greater Than..."

6. Enter 150 as the criteria and click OK (fig. 11.2).

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Before Filtering:

Product Sales
A 150
B 200
C 120
D 300
E 180

After Filtering (Sales > 150):

(fig. 11.2)
Detailed Explanation: Filtering helps in focusing on specific data points by hiding the rows
that don't meet the criteria. This makes it easier to analyze subsets of your data.
Tip: Use filters to manage large datasets efficiently, allowing you to quickly view only the
relevant information.

11.3. Using Advanced Filters

Advanced filters allow you to create more complex filtering conditions.
To use advanced filters:
1. Go to the "Data" tab and click "Advanced."
2. In the "Advanced Filter" window, set up the filtering conditions (fig. 11.3).

83
 (fig. 11.3)
Detailed Explanation: Advanced filters provide more flexibility than standard filters,
enabling you to use complex criteria and extract specific data sets.
Tip: Use advanced filters when you need to apply multiple criteria or perform more detailed
data analysis.

11.4. Sorting and Filtering with Conditional Formatting

Conditional formatting can be used to sort and filter data based on specific criteria.

To use conditional formatting for sorting and filtering:

Apply Conditional Formatting:
1. Select the range of cells you want to format.
2. Go to the "Home" tab, click on "Conditional Formatting", and choose "New
Rule."
3. Select "Use a formula to determine which cells to format."
4. Enter your desired formula to set the criteria (e.g., =A1>150).
5. Click "Format," choose a fill color or other formatting options, and click OK
Sort Data Based on Conditional Formatting:
1. Select the range of data including the cells you want to sort.
2. Go to the "Data" tab and click on "Sort."
3. In the "Sort" dialog box, choose the column you want to sort by.
4. Then select "Cell Color," "Font Color," or "Cell Icon" based on the conditional
formatting you applied.
5. Choose the order (e.g., "On Top" or "On Bottom") and click OK.

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Detailed Explanation: Combining sorting, filtering, and conditional formatting can enhance
data analysis by visually highlighting important data points and making them easier to sort
and filter. Conditional formatting allows you to apply visual cues to your data, such as
different colors for different value ranges. By sorting and filtering based on these visual
cues, you can quickly identify and analyze key information within your dataset.
Tip: Apply conditional formatting first to highlight the data, then sort or filter based on the
highlighted values to quickly find and analyze key information. This approach helps in
managing large datasets efficiently and making data analysis more intuitive. By following
these steps, you can effectively use conditional formatting along with sorting and filtering
to enhance your data analysis in Excel.

Chapter 12: Data Validation

12.1. Introduction to Data Validation

Data validation allows you to set rules for data entry in cells, helping to prevent errors.

To set up data validation:

1. Select the cell or range of cells where you want to apply data validation.

o For example, select cell A1 or range A1

2. Go to the "Data" tab on the Ribbon.

o In the "Data Tools" group, click on "Data Validation."

3. Open the Data Validation dialog box:

o Click on "Data Validation" (fig. 12.1).

4. Set the Validation Criteria:

o In the Data Validation dialog box, go to the "Settings" tab.

o From the "Allow" dropdown menu, choose the type of data you want
to allow (e.g., Whole number, Decimal, List, Date, Time, Text Length,
Custom).

o Set the criteria for the selected data type. For example:

§ If you choose "Whole number," you can set the criteria to

allow only numbers between 1 and 100.

85
 § If you choose "List," you can enter a list of valid entries
separated by commas.

5. Add an Input Message (optional):

o Go to the "Input Message" tab.

o Check the box for "Show input message when cell is selected."

o Enter a title and input message to guide users on what data to enter.

6. Add an Error Alert (optional):

o Go to the "Error Alert" tab.

o Check the box for "Show error alert after invalid data is entered."

o Choose an "Error Style" (Stop, Warning, Information).

o Enter a title and error message to display when invalid data is entered.

7. Click OK to apply the data validation settings.

(fig. 12.1)
Detailed Explanation: Data validation ensures that users enter data correctly by restricting
the type of data or the range of values that can be entered into a cell. This helps maintain
data integrity and accuracy. For instance, you can limit entries to specific ranges, dates, or
custom criteria, thereby reducing the chances of incorrect data entry.
Tip: Use data validation to enforce data entry standards, such as limiting entries to specific
ranges, dates, or custom criteria. This practice is essential for maintaining clean and
accurate datasets, which is crucial for analysis and reporting.

86
12.3. Data Validation Lists (Drop-Down Menus)

Data validation lists allow you to create drop-down menus for selecting values.

To create a data validation list: (fig. 12.2).

1. Select the cells for which you want to set up the drop-down menu.
• For example, select cell A1 or range A1
.

2. Go to the "Data" tab on the Ribbon.

• In the "Data Tools" group, click on "Data Validation."
3. In the "Data Validation" window:

Settings tab:
• Allow: Choose "List" from the dropdown menu.
• Source: Specify the values for the drop-down menu. You can either type the
values directly into the Source box separated by commas (e.g., 1,2,3) or select a
range of cells that contain the list values
Click OK to apply the data validation list.

(fig. 12.2)
Detailed Explanation: Drop-down lists make data entry easier and more accurate by
providing users with a predefined list of valid entries. This reduces the chances of typing
errors and ensures consistency in the data. By restricting input to specific values, you can
maintain data integrity and standardization across your worksheet.

87
Tip: Use data validation lists for fields with a limited set of valid values, such as categories,
statuses, or product names. This practice is particularly useful in ensuring that entries are
consistent and free of errors, making data management and analysis more reliable.

12.4. Copying and Deleting Data Validation Rules

Copying Data Validation Rules:

Copy the cell with the rules:

• Select the cell containing the data validation rule you want to copy.
• Right-click on the cell and choose "Copy" (or press Ctrl + C).
Paste the rule into another cell using "Paste Special":
• Select the target cell or range where you want to apply the same data validation
rule.
• Right-click on the target cell and choose "Paste Special."
• In the Paste Special dialog box, select "Validation" and click OK.
Deleting Data Validation Rules:

Go to the "Data" tab:

• Select the cells from which you want to remove the data validation rules.
Click "Data Validation":
• In the "Data Tools" group, click on "Data Validation."
Clear the rules:
• In the Data Validation dialog box, click "Clear All" to remove the data validation
rules from the selected cells
Detailed Explanation: Copying data validation rules allows you to apply the same
validation criteria to multiple cells without manually re-entering the rules. This can save
time and ensure consistency across your worksheet. Deleting data validation rules
removes any restrictions, allowing for unrestricted data entry. This can be useful when the
validation criteria are no longer applicable or need to be updated.
Tip: Regularly review and update your data validation rules to ensure they remain relevant
and effective as your data and requirements change. This helps maintain data integrity and
accuracy over time.

88
 Part VI
Protecting Data
 Chapter 13: Data Protection

13.1. Protecting a Worksheet and Workbook

Protecting a worksheet and workbook allows you to restrict the ability to modify data.

To protect a worksheet:

1. Go to the "Review" tab and click "Protect Sheet."

2. Set a password and choose protection options (fig. 13.1).

(fig. 13.1)

To protect a workbook:

1. Go to the "Review" tab and click " "Protect Workbook." "

2. Set a password and choose protection options (fig. 13.2).

90
 (fig. 13.2)
Detailed Explanation: Worksheet protection prevents users from making unauthorized
changes to the structure and content of your worksheet, while workbook protection
safeguards the overall structure of the workbook, including the arrangement of sheets.
Tip: Use worksheet protection to lock specific cells or ranges that should not be edited, and
apply workbook protection to prevent users from adding, deleting, or moving sheets.

13.2. Restricting Access to Data

You can restrict access to specific ranges of data using protection features.

For example, you can allow changes only to specific cells by following these steps:

1. Select the range of cells you want to allow changes to.

2. Right-click and choose "Format Cells."

3. Go to the "Protection" tab and uncheck "Locked."

4. Protect the worksheet as described above. (fig. 13.3).

91
 (fig. 13.3)

Detailed Explanation: Restricting access to specific data ranges helps maintain

data integrity by preventing unauthorized modifications. This is useful for
collaborative environments where multiple users access the same workbook.
Tip: Combine cell locking with data validation to ensure that only valid and authorized data
is entered into specific ranges.

92
 Part VII
Advanced Features and Tools
 Chapter 14: Using Macros and VBA

14.1. Introduction to Macros and VBA

Macros and VBA (Visual Basic for Applications) allow you to automate routine tasks in
Excel, significantly enhancing efficiency. Macros are sequences of commands and
functions recorded to perform tasks automatically. VBA is the programming language used
to write macros.

Detailed Explanation: Macros save time and reduce the potential for human error by
automating repetitive tasks. VBA extends the functionality of macros by allowing for more
complex and flexible automation.

Tip: Start by recording simple macros to get familiar with the process, then gradually
explore VBA programming to create more sophisticated automation solutions.

14.2. Recording and Running Macros

To record a macro, follow these steps:

1. Go to the "View" tab and select "Macros" > "Record Macro."

2. Enter a name for the macro and, if needed, assign a shortcut key.

3. Perform the actions you want to record.

4. When finished, click "Stop Recording" on the same tab (fig. 14.1).

(fig. 14.1)

94
To run a macro:

1. Go to the "View" tab and select "Macros" > "View Macros."

2. Choose the macro from the list and click "Run" (fig. 14.2).

(fig. 14.2)
Example:
Recording a Macro:

1. Go to the "View" tab:

o Select "Macros" > "Record Macro."

2. Enter Macro Details:

o Name: FormatCells

o Shortcut Key: Ctrl + Shift + F

o Click OK to start recording.

3. Perform Actions:

o Select cells A1

o Apply bold formatting.

o Fill the cells with a yellow background color.

95
 4. Stop Recording:

o Go back to the "View" tab and click "Stop Recording."

Running the Macro:

1. Go to the "View" tab:

o Select "Macros" > "View Macros."

2. Run the Macro:

o Choose FormatCells from the list and click "Run."

Detailed Explanation: Recording macros captures a series of actions in Excel, which can
then be replayed to perform those actions automatically. This is useful for tasks like
formatting, data entry, and repetitive calculations. By recording a macro, you can
automate repetitive tasks, thereby saving time and reducing the potential for errors.
Tip: Assign shortcut keys to frequently used macros to speed up your workflow even
further. This allows you to execute macros quickly without navigating through menus.

14.3. Basics of VBA Programming

VBA (Visual Basic for Applications) programming allows you to create more complex and
flexible macros in Excel. Here is an introduction to some basic VBA syntax elements and
how to create and run VBA code.
Getting Started with VBA
1. Open the VBA Editor:
• Go to the "Developer" tab. If the "Developer" tab is not visible, you need to
enable it:
§ Click on the "File" tab.

§ Select "Options."

§ In the "Excel Options" dialog box, click on "Customize

Ribbon."

§ In the right pane, check the "Developer" box and click OK.
(fig. 14.3)

96
 (fig. 14.3)
• In the "Developer" tab, click on "Visual Basic" to open the VBA editor. (fig. 14.4).

97
 (fig. 14.4)

2. Insert a New Module:

• In the VBA editor, go to the "Insert" menu.
• Select "Module." A new module will appear in the project explorer. (fig. 14.5).

(fig. 14.5)

98
Key VBA Concepts
1. Sub and End Sub

• Description: Each VBA procedure (macro) starts with Sub followed by the
procedure name and ends with End Sub. This defines the beginning and end of
the macro.

• Usage:
Sub HelloWorld()
' Your code goes here
End Sub
2. Dim

Description: Dim is used to declare variables. Declaring variables helps manage memory
efficiently and makes your code easier to understand.

Usage:
Dim message As String
message = "Hello, world!"
MsgBox message

Explanation:
• Dim message As String declares a variable named message of type String.
• message = "Hello, world!" assigns the text "Hello, world!" to the message
variable.
• MsgBox message displays the content of message in a message box.
3. MsgBox

Description: MsgBox displays messages in a dialog box. It can be used to provide

information to the user or to debug code.

Usage:
• MsgBox "Hello, world!"
Explanation:
• MsgBox "Hello, world!" displays a dialog box with the text "Hello, world!"
4. If...Then...Else

Description: Conditional statements that execute different blocks of code based on

whether a condition is True or False.

Usage:

99
 Dim score As Integer
score = 85
If score >= 90 Then
MsgBox "Grade: A"
ElseIf score >= 80 Then
MsgBox "Grade: B"
Else
MsgBox "Grade: C"
End If
Explanation:
• If score >= 90 Then checks if the value of score is greater than or equal to 90.
• MsgBox "Grade: A" displays "Grade: A" if the condition is True.
• ElseIf score >= 80 Then checks if the value of score is greater than or equal to 80
if the first condition is False.
• MsgBox "Grade: B" displays "Grade: B" if the second condition is True.
• Else runs if all previous conditions are False.
• MsgBox "Grade: C" displays "Grade: C."

Example of a Simple VBA Code:

Here is a simple VBA code that demonstrates these concepts:
Sub HelloWorld()
' Display a message box with a greeting
MsgBox "Hello, world!"
End Sub

How to Run the Macro:

1. Run the Macro from the VBA Editor:
• Press F5 or click on the "Run" button in the toolbar to execute the macro.
2. Run the Macro from Excel:
• Close the VBA editor to return to Excel.
• Go to the "Developer" tab.
• Click on "Macros."
• Select the macro HelloWorld from the list and click "Run." (fig. 14.6).

100
 (fig. 14.6)

Detailed Explanation: VBA enables you to write custom scripts to control Excel's behavior.
By using VBA, you can automate repetitive tasks, create custom functions, and develop
complex algorithms to manipulate data. Understanding the basic syntax of VBA is the first
step in creating powerful automation scripts.

Tip: Practice writing simple VBA scripts to build your confidence before tackling more
complex automation tasks. Start with basic tasks like displaying messages or performing
simple calculations, and gradually move on to more advanced topics like loops, functions,
and error handling. By mastering the basics of VBA programming, you can unlock the full
potential of Excel and create highly customized and efficient workflows.

Chapter 15: Introduction to Power Query

15.1. What is Power Query?

Power Query is a powerful tool for importing, transforming, and cleaning data. It allows
you to connect to various data sources, modify them, and load them back into Excel.

Detailed Explanation: Power Query streamlines the data preparation process, making it
easier to collect, shape, and combine data from different sources. This is particularly useful
for handling large datasets and performing complex data manipulations.

101
Tip: Use Power Query to automate repetitive data preparation tasks and ensure data
consistency across your Excel projects.

15.2. Importing Data with Power Query

To import data, follow these steps:

1. Go to the "Data" tab and select "Get Data."
2. Choose the data source (e.g., from a file, database, or website).
3. Configure the connection settings and click "OK" (fig. 15.1).

(fig. 15.1)

Detailed Explanation: Power Query supports a wide range of data sources, including Excel
files, databases, web pages, and cloud services. Configuring connection settings allows you
to specify parameters such as file paths, database credentials, and web URLs.

Tip: Save frequently used connections as templates to save time and ensure consistency
when importing data from the same sources.

15.3. Transforming and Cleaning Data

After importing data, you can perform various transformations to prepare it for analysis:

1. Open the Power Query Editor:

• Go to the Data tab in Excel.
• Click on Get Data and select your data source.
• Follow the prompts to navigate to and select the specific file or database you
want to import. (fig. 15.2).

102
• When the data preview window appears, click on Transform Data. This will
directly open the Power Query Editor.

(fig. 15.2)

2. Use the toolbar to transform data:

• Filter Rows: Click on the filter icon next to a column header to filter rows based
on specific criteria.
• Sort Columns: Click on the sort icon next to a column header to sort the data in
ascending or descending order.
• Replace Values: Select the column, then go to the Transform tab and click on
Replace Values to find and replace specific values within the column.
• Change Data Types: Select the column, then go to the Transform tab and choose
the appropriate data type (e.g., text, date, number).
3. Apply changes and load data into Excel:
• After making all necessary transformations, click on Close & Load in the Power
Query Editor.
• The transformed data will be loaded into a new worksheet or the existing
worksheet, depending on your selection in the Import Data dialog. (fig. 15.3).

103
 (fig. 15.3)

Detailed Explanation:
The Power Query Editor provides a user-friendly interface for transforming data. Common
transformations include filtering rows, sorting columns, replacing values, and changing
data types. These transformations help prepare your data for analysis by ensuring it is
clean, consistent, and correctly formatted.

Tip: Experiment with different transformations to understand their effects on your data.
Power Query keeps a record of each step, allowing you to undo changes if needed. If the
Power Query Editor does not open automatically, you can open it from the Queries &
Connections pane by double-clicking on the query.

15.4. Examples of Using Power Query

Merging Multiple Tables into One:

Combine data from different sources into a single table for unified analysis.

Example: You have two tables: one with customer information and another with their
orders. Use Power Query to merge these tables into a single dataset that combines
customer details with their respective orders.

Steps:

1. Import both tables into Power Query Editor:

• Go to the Data tab in Excel.
• Click on Get Data and select your data source for both tables.
• Click Transform Data to open each table in the Power Query Editor.
2. Merge Queries:
• In the Power Query Editor, go to the Home tab and click on Merge Queries.

104
 • Select the matching column (e.g., Customer ID) from both tables to combine the
data.
• Click OK and adjust the resulting table as needed.
3. Load the Merged Table into Excel:
• Click Close & Load to load the merged table into Excel.

Removing Duplicates:

Ensure data integrity by eliminating duplicate records.

Example: You have a list of customer emails, but some emails are repeated. Use Power
Query to remove duplicate entries and maintain a clean email list.

Steps:

1. Import the table with email data into Power Query Editor:
• Go to the Data tab in Excel.
• Click on Get Data and select your data source for the table with email data.
• Click Transform Data to open the table in the Power Query Editor.
2. Remove Duplicates:
• Select the email column.
• Go to the Home tab and click on Remove Duplicates.
3. Load the Cleaned Data into Excel:
• Review the cleaned data and click Close & Load to update the table in Excel. (fig.
15.4).

(fig. 15.4)

105
Transforming Data Formats (e.g., Date and Time):

Standardize date and time formats for consistency.

Example: Your dataset includes dates in different formats (e.g., MM/DD/YYYY,

DD/MM/YYYY). Use Power Query to standardize all dates to a single format.

Steps:

1. Import the table with date data into Power Query Editor:
• Go to the Data tab in Excel.
• Click on Get Data and select your data source for the table with date data.
• Click Transform Data to open the table in the Power Query Editor.
2. Change Data Type:
• Select the date column.
• Go to the Transform tab and click on Data Type, then choose Date.
• Optionally, use Format to specify a particular date format.
3. Load the Standardized Data into Excel:
• Click Close & Load to apply the changes in Excel. (fig. 15.5).

(fig. 15.5)

Filtering Data Based on Conditions:

Extract subsets of data that meet specific criteria.

Example: You want to analyze sales data for a particular product. Use Power Query to
filter the dataset to include only records for that product.

Steps:

1. Import the sales data into Power Query Editor:

106
 • Go to the Data tab in Excel.
• Click on Get Data and select your data source for the sales data.
• Click Transform Data to open the table in the Power Query Editor.
2. Apply Filter:
• Click on the filter icon next to the Product column.
• Select the product you want to analyze from the dropdown list.
• Click OK to apply the filter.
3. Load the Filtered Data into Excel:
• Click Close & Load to load the filtered data into Excel. (fig. 15.6).

(fig. 15.6)
Detailed Explanation: Power Query's versatility makes it an essential tool for data
analysts. By merging tables, you can integrate related datasets for a comprehensive
analysis. Removing duplicates helps maintain data quality by ensuring each entry is
unique. Transforming data formats ensures uniformity, making it easier to analyze and
visualize data. Filtering allows for targeted data analysis by focusing on specific subsets of
data.

Tip: Save your Power Query transformations as queries to reuse them in different projects.
This enhances productivity and ensures consistency across multiple analyses.

107
 Chapter 16: Introduction to Power Pivot

16.1. What is Power Pivot?

Power Pivot is a powerful tool for analyzing large volumes of data and creating complex
data models. It allows you to load large datasets, create relationships between tables, and
perform sophisticated calculations.

Detailed Explanation: Power Pivot extends the capabilities of Excel by enabling you to
work with large datasets that exceed Excel's row limit. It provides advanced data modeling
features, such as the ability to create relationships between tables and perform complex
calculations using DAX (Data Analysis Expressions).

Example: Consider a sales dataset with millions of rows that Excel alone cannot handle
efficiently. Power Pivot allows you to import this large dataset, create relationships with
other datasets (e.g., product details, customer information), and perform advanced
calculations to analyze sales trends, performance metrics, and customer behavior.

Tip: Use Power Pivot to handle complex data analysis tasks that require integrating data
from multiple sources and performing detailed calculations.

16.2. Importing Data into Power Pivot

To import data into Power Pivot, follow these steps:

1. Enable the Power Pivot Tab:

• If the Power Pivot tab is not visible, go to the File tab and select Options.
• In the Excel Options window, select Add-ins.
• At the bottom of the window, select COM Add-ins from the dropdown menu
and click Go.
• Check the box next to Microsoft Office Power Pivot and click OK. (fig. 16.1).

108
 (fig. 16.1)

2. Go to the "Power Pivot" tab and select "Manage":

• This opens the Power Pivot window. (fig. 16.2).

(fig. 16.2)

3. In the Power Pivot window, select "Get External Data" and choose the data
source:
• Options include databases, Excel files, and online services. (fig. 16.3).

109
 (fig. 16.3)

4. Configure the connection settings and import data:

• Follow the prompts to complete the data import process.
Detailed Explanation: Importing data into Power Pivot involves connecting to various data
sources, such as databases, Excel files, and online services. Power Pivot allows you to
import large datasets efficiently and prepare them for analysis.

Example: You need to analyze sales data from multiple sources, including an Excel file and
an SQL database. Using Power Pivot, you can import the data from both sources into a
single data model, enabling comprehensive analysis and reporting.

Tip: Regularly update your data connections to ensure that you are working with the most
current data available.

16.3. Creating Relationships and Working with Data Models

In Power Pivot, you can create relationships between tables to build a unified data model.
This enables you to perform cross-table analysis.

Sample Data:

Sales Table:

SalesID CustomerID ProductID Date Amount

1 101 A1 2023-01-01 $100
2 102 A2 2023-01-02 $200
3 101 A3 2023-01-03 $150
4 103 A1 2023-01-04 $300
5 104 A2 2023-01-05 $250

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Customer Table:

CustomerID CustomerName Country

101 John Doe USA
102 Jane Smith Canada
103 Emily Davis UK
104 Michael Brown Australia

Product Table:

ProductID ProductName Category

A1 Product 1 Category 1
A2 Product 2 Category 2
A3 Product 3 Category 3

Steps to Create Relationships:

1. Import the Data Correctly:

• Go to the Data tab in Excel.

• Click on Get Data and select your data source.

• Click Transform Data to open the Power Query Editor.

• Ensure the first row is used as headers by clicking on Use First Row as Headers in
the Home tab.

• Click Close & Load To and select Only Create Connection, then check the box for
Add this data to the Data Model.

2. Verify Data in Power Pivot:

• Open the Power Pivot window by clicking on the Power Pivot tab and selecting
Manage.

• Ensure that the column headers are correctly displayed. (fig. 16.4).

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 (fig. 16.4)

3. Go to the "Diagram View" in Power Pivot:

• This provides a visual representation of your data model.

4. Drag fields to create relationships between tables:

• For example, drag the "CustomerID" field from the Sales table to the
"CustomerID" field in the Customer table.

• Similarly, drag the "ProductID" field from the Sales table to the "ProductID" field
in the Product table. (fig. 16.5).

112
 (fig. 16.5)

5. Configure the relationships and update the data model:

• Ensure that the relationships are correctly defined to maintain data integrity.

Detailed Explanation: Creating relationships between tables allows you to build a unified
data model. This enables you to perform cross-table analysis, such as creating pivot tables
that draw data from multiple tables.

Example: You have a sales table, a customer table, and a product table. By creating
relationships between these tables based on common fields (e.g., CustomerID, ProductID),
you can analyze sales data in relation to customer demographics and product details.

Tip: Ensure that your data model is well-structured by defining clear and accurate
relationships between tables. This will improve the accuracy and efficiency of your data
analysis.

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16.4. Examples of Using Power Pivot for Data Analysis

Creating Pivot Tables Using Data from Multiple Tables:

• Combine data from different tables into a single pivot table for comprehensive
analysis.

Steps to Create a Pivot Table:

1. Insert a Pivot Table:

• Go to the Insert tab in Excel.
• Click PivotTable.
• In the Create PivotTable dialog box, select Use this workbook’s Data Model.
• Choose where you want the PivotTable report to be placed: either in a new
worksheet or an existing one. (fig. 16.6).

(fig. 16.6)

2. Build the Pivot Table:

• In the PivotTable Fields pane, you will see fields from all the tables in your data
model.

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 • Select the checkboxes next to the fields you want to use in your pivot table. The
fields will automatically be placed in the appropriate areas (Rows, Columns,
Values, Filters) (fig. 16.7).

(fig. 16.7)

Example: Analyze Sales by Customer Country and Product Category:

Select Fields to Build the Pivot Table:

• Select the checkbox next to Country from the Customer Table to add it to the
Rows area.

• Select the checkbox next to Category from the Product Table to add it to the
Columns area.

• Select the checkbox next to Amount from the Sales Table to add it to the Values
area (make sure it is set to Sum).

Customize the Pivot Table:

• You can further customize the pivot table by adding filters, sorting, and
formatting as needed. (fig. 16.8).

115
 (fig. 16.8)

Performing Complex Calculations Using DAX (Data Analysis Expressions):

• Use DAX to create calculated columns and measures that provide deeper
insights into your data.

Example: Calculate the Average Sales Per Customer Using DAX:

1. Create a New Measure:

• In the Power Pivot window, go to the Home tab.
• Click New Measure.
• Enter the formula for the measure: AverageSales = AVERAGE(Sales[Amount]).
2. Use the Measure in a Pivot Table:
• Insert a new pivot table as described above.
• Drag Country from the Customer Table to the Rows area.
• Drag the AverageSales measure to the Values area. (fig. 16.9).

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 (fig. 16.9)

Analyzing Large Datasets with Pivot Charts and Graphs:

• Visualize large datasets with pivot charts and graphs to identify trends and
patterns.

Example: Create a Pivot Chart to Visualize Sales Trends Over Time:

1. Insert a Pivot Chart:

• Insert a pivot table as described above.
• Drag Date from the Sales Table to the Rows area.
• Drag Amount from the Sales Table to the Values area.
• With the pivot table selected, go to the Insert tab and choose a PivotChart.
2. Customize the Pivot Chart:
• Use the chart tools to customize the chart type, format, and style.
• Add labels, titles, and other elements to enhance the visualization. (fig. 16.10).

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 (fig. 16.10)

Detailed Explanation: Power Pivot's advanced features make it an essential tool for data
analysts. By leveraging pivot tables, DAX calculations, and pivot charts, you can perform
detailed and comprehensive data analysis.

Tip: Regularly review and refine your data models and DAX formulas to ensure they meet
your analytical needs and provide accurate results.

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 Part VIII
Working with Big Data and
Business Intelligence
 Chapter 17: Data Analysis Tools in Excel

17.1. Using the Solver Tool

The Solver tool helps you find optimal values for specified parameters. To use it:

1. Enable the Solver Add-In:

• If the Solver tool is not visible, go to the File tab and select Options.
• In the Excel Options window, select Add-ins.
• At the bottom of the window, select Excel Add-ins from the dropdown menu
and click Go.
• Check the box next to Solver Add-in and click OK.
2. Go to the "Data" tab and select "Solver":
• This opens the Solver Parameters dialog box.
3. Set the target cell, value, and changing cells:
• The target cell is the cell you want to optimize (maximize, minimize, or set to a
specific value).
• The changing cells are the cells that Solver can adjust to achieve the target value.
4. Configure constraints and click "Solve":
• Add constraints to define limits for the changing cells.
• Click Solve to run the Solver and find the optimal solution. (fig. 17.1).

(fig. 17.1)

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Detailed Explanation: Solver is an optimization tool that can help you find the best
solution to a problem by changing multiple variables while satisfying certain constraints.
It's commonly used for linear programming, maximizing or minimizing objectives, and
scenario analysis.

Example: Optimizing Product Mix for Maximum Profit You want to determine the optimal
mix of two products (Product A and Product B) to maximize profit, considering production
constraints and resource availability.

Setup Your Data in Excel:

Unit Profit Units Produced Total Profit

Product A 40 0 =B2*C2
Product B 30 0 =B3*C3
Total =D2+D3
Combined

• Unit Profit: The profit earned per unit for each product.

• Units Produced: The number of units produced (these are the values Solver will
adjust).

• Total Profit: The total profit for each product and the overall total profit.

• Combined Production: The total units produced for both products.

Set the Solver Parameters:

• Set Objective: $D$3 (the total profit cell).

• To: Select Max to maximize the total profit.

• By Changing Variable Cells: $C$2:$C$3 (the units produced for each product).

Add Constraints:

• Product A units: $C$2 <= 150

• Product B units: $C$3 <= 150

• Total production limit: $E$3 <= 200

• Ensure the checkbox Make Unconstrained Variables Non-Negative is checked.

Solver Setup:
1. Open Solver:

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 o Go to the Data tab and click on Solver.

2. Set the Objective:

o Set Objective: $D$3

o To: Max

3. Set Changing Variable Cells:

o By Changing Variable Cells: $C$2:$C$3

4. Add Constraints:

o Click Add to open the Add Constraint dialog box.

o Constraint for Product A:

§ Cell Reference: $C$2

§ Relation: <=

§ Constraint: 150

§ Click Add

o Constraint for Product B:

§ Cell Reference: $C$3

§ Relation: <=

§ Constraint: 150

§ Click Add

o Combined Production Constraint:

§ Cell Reference: $E$3

§ Relation: <=

§ Constraint: 200

§ Click Add

o Ensure Make Unconstrained Variables Non-Negative is checked.

5. Solve the Problem:

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 o Click Solve in the Solver Parameters dialog box.

o Solver will adjust the values in $C$2 and $C$3 to maximize $D$3 while
respecting the constraints.

o Review the results and click OK to keep the solution or Restore

Original Values to discard it. (fig. 17.2).

(fig. 17.2)

Tip: Use Solver to optimize business decisions, such as minimizing costs or maximizing
profits, by adjusting relevant variables.

17.2. Using What-If Analysis

What-If Analysis includes tools like "Goal Seek" and "Data Table."

To use "Goal Seek":

1. Go to the "Data" tab and select "What-If Analysis" > "Goal Seek":

o This opens the Goal Seek dialog box.

2. Set the target cell, value, and changing cell:

o The target cell is the cell you want to achieve a specific value.

o The changing cell is the input cell that Goal Seek will adjust to achieve
the target value.

3. Click "OK":

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 o Goal Seek will adjust the changing cell value to achieve the target value
in the target cell. (fig. 17.3).

(fig. 17.3)

Detailed Explanation: What-If Analysis allows you to explore different scenarios and their
outcomes based on varying input values. "Goal Seek" adjusts a single input value to
achieve a desired output, while "Data Table" examines how changes in one or two
variables affect the result.

Example: You want to find out how much sales need to increase to reach a revenue target.
Set the target cell to the revenue cell, specify the desired revenue value, and set the
changing cell to the sales quantity. Goal Seek will determine the required sales
quantity to meet the revenue target.
Tip: Use What-If Analysis to test assumptions and predict outcomes in financial models and
business plans.

17.3. Creating Forecasts and Trends

Excel allows you to create forecasts and trends based on data:

1. Select the data range:

o Highlight the historical data you want to use for forecasting.

2. Go to the "Data" tab and select "Forecast" > "Forecast Sheet":

o This opens the Create Forecast Worksheet dialog box.

3. Configure forecast parameters and click "Create":

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 o Adjust the forecast parameters, such as the forecast start date and
confidence interval.

o Click Create to generate the forecast sheet. (fig. 17.4).

(fig. 17.4)

Detailed Explanation: Forecasting tools in Excel help predict future values based on
historical data. This feature is useful for trend analysis, seasonal forecasts, and projecting
future performance.

Example: You have sales data for the past year and want to forecast sales for the next six
months. Select the sales data range, open the Forecast Sheet dialog box, and configure the
parameters. Excel will create a new sheet with the forecasted sales values.

Tip: Regularly update your forecasts with new data to improve their accuracy and
relevance.

17.4. Examples of Using Data Analysis Tools

Data analysis tools are used for:

• Optimizing Production Processes:

o Use Solver to determine the optimal mix of resources to maximize

efficiency.

o Example: A manufacturing company wants to optimize its production

schedule to maximize output while minimizing costs. Solver can adjust
production levels, resource allocation, and labor schedules to find the
optimal solution.

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 • Forecasting Financial Performance:

o Create forecasts to predict revenue, expenses, and profitability.

o Example: A financial analyst uses historical sales data to forecast

future revenue. This helps in budgeting and planning for the upcoming
fiscal year.

• Analyzing Marketing Campaigns:

o Utilize What-If Analysis to evaluate the potential impact of different

marketing strategies.

o Example: A marketing team uses Goal Seek to determine the budget

needed to achieve a target number of new customers. They can test
different marketing strategies and their potential impact on customer
acquisition.

• Making Managerial Decisions:

o Use data analysis tools to support decision-making processes by

providing insights into various business scenarios.

o Example: A manager uses data tables to compare different investment

scenarios. This helps in choosing the most profitable investment
option.

Detailed Explanation: These tools are integral for data-driven decision-making in business.
They help analyze complex data, identify trends, and develop strategic plans.

Tip: Leverage these tools in conjunction with other Excel features, such as pivot tables and
charts, to create comprehensive analytical reports.

Chapter 18: Data Visualization with Power BI

18.1. Introduction to Power BI

Power BI is a powerful tool for data visualization and creating interactive reports. It allows
you to connect to various data sources and create dashboards.

Detailed Explanation: Power BI enables users to transform raw data into meaningful
insights through interactive visualizations and reports. Its ability to connect to a wide
range of data sources makes it a versatile tool for business intelligence.

Tip: Utilize Power BI to create dynamic dashboards that provide real-time insights and
enable better decision-making.

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18.2. Importing Data from Excel to Power BI

To import data from Excel to Power BI:

1. Open Power BI and select "Get Data": (fig. 18.1).

(fig. 18.1)

o This opens the Get Data dialog box.

2. Choose "Excel" and locate the file on your computer:

o Navigate to the location of your Excel file and select it. (fig. 18.2).

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 (fig. 18.2)

3. Select the tables or ranges to import and click "Load":

o Power BI will import the selected data and display it in the Fields pane
(fig. 18.3).

(fig. 18.3)

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Detailed Explanation: Importing data from Excel to Power BI is a straightforward process.
Once the data is loaded, it can be transformed and visualized using Power BI's powerful
tools.

Tip: Ensure your Excel data is clean and well-organized before importing it into Power BI to
streamline the data visualization process.

18.3. Creating Reports and Dashboards

After importing data, you can create reports and dashboards:

1. Use visual elements to create reports:

o Select visual elements from the Visualizations pane, such as charts,

graphs, and maps.

2. Double-click visual elements to add them to the canvas and customize their
settings:

o Customize the visuals by adjusting their settings, such as data fields,

colors, and labels (fig. 18.4).

(fig. 18.4)

Detailed Explanation: Power BI provides a wide range of visual elements, including charts,
graphs, and maps, which can be customized to fit your reporting needs. Reports and
dashboards can be interactive, allowing users to drill down into details.

Tip: Design your reports and dashboards with the end-user in mind. Ensure that the most
important metrics are easily accessible and that the visuals are clear and intuitive.

129
18.4. Examples of Using Power BI for Data Visualization

Power BI is used for:

• Visualizing Sales and Revenue:

o Create dashboards that track sales performance and revenue trends.

Example:

o Create a line chart that shows monthly sales trends over the past year.
Add filters to allow users to view sales by region or product category.

• Analyzing Customer Behavior:

o Use visualizations to understand customer purchase patterns and

preferences.

Example:

o Create a heat map that displays the frequency of purchases by

different customer segments. Use this to identify the most profitable
customer groups.

• Monitoring Performance Metrics:

o Track key performance indicators (KPIs) to measure business success.

Example:

o Create a KPI dashboard that includes metrics such as total sales,

customer satisfaction scores, and website traffic. Use gauges and trend
indicators to highlight performance against targets.

• Reporting on Marketing Campaigns:

o Visualize the effectiveness of marketing campaigns through various

metrics and KPIs

Example:

o Create a dashboard that shows the ROI of different marketing

campaigns. Include visuals such as funnel charts and pie charts to
display conversion rates and budget allocations.

Detailed Explanation: Power BI's versatility makes it ideal for a wide range of data
visualization needs. Whether you are analyzing sales data, customer behavior, or
marketing performance, Power BI provides the tools to create insightful and actionable
reports.

130
Tip: Regularly update your Power BI dashboards with the latest data to ensure that your
insights remain current and relevant.

131
 Part IX
Collaboration and
Integration with Other
Systems
 Chapter 19: Collaboration in Excel

19.1. Co-Authoring Files

Excel allows multiple users to edit the same file simultaneously. To co-author a file:

1. Save the file to OneDrive or SharePoint:

o This enables real-time collaboration features.

2. Click "Share" in the upper-right corner of the Excel window:

o This opens the sharing options dialog box.

3. Enter the email addresses of the users you want to share the file with:

o You can add multiple email addresses separated by semicolons.

4. Set permissions (can edit or view only) and click "Send":

o Choose whether the users can edit or only view the file, then click
Send

Detailed Explanation: Co-authoring in Excel enables real-time collaboration, allowing

multiple users to work on the same workbook simultaneously. This feature is particularly
useful for team projects and collaborative data analysis.

Tip: Use OneDrive or SharePoint for file storage to take advantage of co-authoring
features. Ensure all collaborators have appropriate permissions set for editing or viewing
the file.
Example:

• Step 1: Save your Excel workbook to OneDrive.

• Step 2: Click Share in the top-right corner.

• Step 3: Enter your team members' email addresses.

• Step 4: Set permissions to "Can edit" and click Send.

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19.2. Using Comments and Notes

Comments and notes allow you to leave remarks and discuss changes:

1. Select the cell where you want to add a comment:

o This will be the cell associated with your comment.

2. Right-click and select "New Comment":

o This opens a comment box where you can type your remarks.

3. Enter the comment text and press Enter:

o Your comment will be saved and associated with the selected cell

4. To add a note, select "New Note" instead of "New Comment":

o Notes are simpler annotations that appear as a small red triangle in the
cell.

Detailed Explanation: Comments are useful for leaving feedback or questions within a
worksheet, facilitating communication among collaborators. Notes, on the other hand, are
simpler annotations that can be used for additional information or reminders.

Tip: Use comments for interactive discussions that require responses and use notes for
static annotations.
Example:

• Step 1: Select the cell where you want to add a comment.

• Step 2: Right-click and choose New Comment.

• Step 3: Type your comment and press Enter.

• Step 4: To add a note, right-click and choose New Note instead.

19.3. Tracking Changes and Reviewing

Excel allows you to track changes made by different users:

1. Go to the "Review" tab and select "Track Changes":

o This option enables the tracking of changes made to the workbook.

2. Enable "Highlight Changes While Editing":

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 o This setting highlights changes made to the workbook in real-time.

3. Configure tracking settings (e.g., who made changes and when):

o You can specify which changes to track and how to display them.

Detailed Explanation: Tracking changes helps monitor modifications made to a workbook,

making it easier to review edits, accept or reject changes, and maintain a clear record of
collaboration.

Tip: Enable change tracking for collaborative projects to ensure transparency and
accountability. Regularly review tracked changes to keep the workbook updated and
accurate.
Example:

• Step 1: Go to the Review tab and select Track Changes.

• Step 2: Enable Highlight Changes While Editing.

• Step 3: Configure the settings to track changes made by specific users or within a
certain date range.

Chapter 20: Integrating Excel with Other Applications

20.1. Importing/Exporting Data with Excel

To exchange data between Excel and other applications:

1. Go to the "Data" tab and select "Get Data" or "Export Data."

2. Choose the source or target application (e.g., Access, SQL Server, text file).

3. Configure connection settings and import or export data.

Detailed Explanation: Importing and exporting data between Excel and other applications
enables seamless data integration. This is crucial for leveraging data from multiple sources
and maintaining consistency across different platforms.

Tip: Regularly update your data connections to ensure that you are working with the most
current data available. Use the appropriate data formats to avoid compatibility issues.

135
20.2. Using Excel with Microsoft Teams and SharePoint

Excel integrates closely with Microsoft Teams and SharePoint, making it easy to share files
and collaborate:

1. Save the Excel file in a SharePoint document library or Microsoft Teams team.

2. Open the file from Teams or SharePoint for editing.

3. Use collaboration features like comments and discussions in Teams.

Detailed Explanation: Integration with Teams and SharePoint enhances collaboration by

providing a centralized location for file storage and real-time editing. These platforms
support advanced collaboration features, such as version control and simultaneous
editing.

Tip: Take advantage of Microsoft Teams' chat and discussion features to facilitate real-
time communication and collaboration around your Excel files.

20.3. Automating Tasks with Microsoft Power Automate

Power Automate allows you to automate routine tasks and data integration between
applications:

1. Create a new flow in Power Automate.

2. Select a trigger (e.g., "When a new file is created in OneDrive").

3. Configure actions (e.g., "Copy data to Excel").

4. Run and test the flow).

Detailed Explanation: Power Automate enables you to create automated workflows,

known as "flows," that can perform a series of actions based on triggers. This is useful for
automating repetitive tasks and ensuring data consistency across different systems.

Tip: Use Power Automate to streamline processes and reduce manual intervention. Start
with simple flows and gradually build more complex automation as you become more
familiar with the tool.

136
 Chapter 21: Data Protection and Security in Excel

21.1. Data Protection with Microsoft 365 Tools

Microsoft 365 offers several tools to enhance data protection:

1. Use Information Rights Management (IRM) to Restrict Access to Files:

o IRM helps control who can access, copy, print, or forward sensitive
files.

o Where to Find:

§ Go to the File tab in Excel.

§ Select Info > Protect Workbook > Restrict Access.

§ Choose Connect to Rights Management Servers and get

templates to apply specific restrictions.

2. Set Up Data Loss Prevention (DLP) Policies to Prevent Data Leaks:

o DLP policies help identify and protect sensitive information, such as

credit card numbers and social security numbers.

o Where to Find:

§ Go to the Microsoft 365 Compliance Center at

compliance.microsoft.com.

§ Navigate to Solutions > Information protection > Data loss

prevention.

§ Create and configure policies to monitor and protect

sensitive data.

3. Use Azure Information Protection to Classify and Protect Data:

o Azure Information Protection (AIP) provides advanced data

classification, labeling, and protection capabilities.

o Where to Find:

§ Sign in to the Azure portal at portal.azure.com.

§ Navigate to Azure Information Protection under All services.

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 § Configure labels and policies to classify and protect your
data.

Detailed Explanation: IRM allows you to control access and usage rights for your Excel
files, preventing unauthorized actions such as copying or printing. DLP policies help
identify and protect sensitive information, while Azure Information Protection provides
advanced classification and labeling features.

Tip: Implement DLP policies to automatically monitor and protect sensitive information
across your organization.

Example:

• IRM:

1. Step 1: Open your Excel file and go to File > Info > Protect Workbook >
Restrict Access.
2. Step 2: Choose the appropriate restrictions for your file.

• DLP:

1. Step 1: Go to the Microsoft 365 Compliance Center.

2. Step 2: Create a DLP policy to monitor and protect sensitive
information.

• AIP:

1. Step 1: Sign in to the Azure portal.

2. Step 2: Configure Azure Information Protection labels and policie

20.2. Best Practices for Data Security in Excel

The following recommendations will help protect your data:

1. Regularly Update Passwords and Use Complex Passwords:

o Use a combination of letters, numbers, and special characters.

o Where to Find:

§ Go to File > Info > Protect Workbook > Encrypt with

Password.

138
 2. Encrypt Sensitive Files:

o Always encrypt files containing personal, financial, or proprietary

information.

o Where to Find:

§ Go to File > Info > Protect Workbook > Encrypt with

Password.

§ Enter a strong password to encrypt the file.

3. Limit Access to Files with Sensitive Information:

o Use permission settings to restrict access to authorized personnel

only.

o Where to Find:

§ Use the Share feature in Excel to specify permissions.

§ Go to File > Share > Share with People.

§ Set permissions to Can edit or Can view.

4. Regularly Back Up Data:

o Maintain regular backups to prevent data loss due to accidental

deletion or corruption.

o Where to Find:

§ Use OneDrive or SharePoint for automatic backups.

§ Regularly export your Excel files to a secure location.

Detailed Explanation: Adopting these best practices enhances the security of your Excel
files and ensures that your data is protected against unauthorized access and data
breaches.

Tip: Implement a data protection policy within your organization to standardize security
practices and ensure compliance with data protection regulations.
Example:

• Complex Passwords:
1. Step 1: Go to File > Info > Protect Workbook > Encrypt with Password.
2. Step 2: Enter a strong password.
• Encrypt Files:

139
 1. Step 1: Go to File > Info > Protect Workbook > Encrypt with Password.
2. Step 2: Enter a strong password to encrypt the file.
• Limit Access:
1. Step 1: Go to File > Share > Share with People.
2. Step 2: Set permissions to Can edit or Can view.
• Back Up Data:
1. Step 1: Use OneDrive or SharePoint for automatic backups.
2. Step 2: Regularly export your Excel files to a secure location.

140
Excel Glossary
 3-D
• 3-D reference: A reference to a range that spans two or more worksheets in a
workbook.

• 3-D walls and floor: The areas surrounding many 3-D chart types that give
dimension and boundaries to the chart. Two walls and one floor are displayed
within the plot area.

A
• Activate: To make a chart sheet or worksheet the active, or selected, sheet. The
sheet that you activate determines which tabs are displayed. To activate a sheet,
click the tab for the sheet in the workbook.

• Active cell: The selected cell in which data is entered when you begin typing.
Only one cell is active at a time. The active cell is bounded by a heavy border.

• Active sheet: The sheet that you're working on in a workbook. The name on the
tab of the active sheet is bold.

• Address: The path to an object, document, file, page, or other destination. An

address can be a URL (Web address) or a UNC path (network address) and can
include a specific location within a file, such as a Word bookmark or an Excel cell
range.

• Alternate startup folder: A folder in addition to the XLStart folder that contains
workbooks or other files that you want to be opened automatically when you
start Excel and templates that you want to be available when you create new
workbooks.

• Argument: The values that a function uses to perform operations or calculations.

The type of argument a function uses is specific to the function. Common
arguments that are used within functions include numbers, text, cell references,
and names.

• Array: Used to build single formulas that produce multiple results or that
operate on a group of arguments that are arranged in rows and columns. An
array range shares a common formula; an array constant is a group of constants
used as an argument.

• Array formula: A formula that performs multiple calculations on one or more

sets of values, and then returns either a single result or multiple results. Array

142
 formulas are enclosed between braces { } and are entered by pressing
CTRL+SHIFT+ENTER.

• Associated PivotTable: The PivotTable that supplies the source data to the
PivotChart. It is created automatically when you create a new PivotChart. When
you change the layout of either report, the other also changes.

• Autoformat: A built-in collection of cell formats (such as font size, patterns, and
alignment) that you can apply to a range of data. Excel determines the levels of
summary and detail in the selected range and applies the formats accordingly.

• Axis: A line bordering the chart plot area used as a frame of reference for
measurement. The y-axis is usually the vertical axis and contains data. The x-axis
is usually the horizontal axis and contains categories.

B
• Base address: The relative path that Excel uses for the destination address when
you insert a hyperlink. This can be an Internet address (URL), a path to a folder
on your hard drive, or a path to a folder on a network.

• Border: A decorative line that can be applied to worksheet cells or objects, such
as charts, pictures, or text boxes. Borders distinguish, emphasize, or group items.

C
• Calculated column: In an Excel table, a calculated column uses a single formula
that adjusts for each row. It automatically expands to include additional rows so
that the formula is immediately extended to those rows.

• Calculated field (database): A field in the result set of a query that displays the
result of an expression rather than data from a database.

• Calculated field (PivotTable): A field in a PivotTable or PivotChart that uses a

formula you create. Calculated fields can perform calculations by using the
contents of other fields in the PivotTable or PivotChart.

• Calculated item: An item within a PivotTable field or PivotChart field that uses a
formula you create. Calculated items can perform calculations by using the
contents of other items within the same field of the PivotTable or PivotChart.

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 • Category axis: A chart axis that represents the category for each data point. It
displays arbitrary text values like Qtr1, Qtr2, and Qtr3; it cannot display scaled
numerical values.

• Category field: A field that's displayed in the category area of the PivotChart.
Items in a category field appear as the labels on the category axis.

• Cell: A box formed by the intersection of a row and column in a worksheet or a

table, in which you enter information.

• Cell reference: The set of coordinates that a cell occupies on a worksheet. For
example, the reference of the cell that appears at the intersection of column B
and row 3 is B3.

• Certifying authority: A commercial organization, or a group within a company,

that uses tools such as Microsoft Certificate Server to provide digital certificates
that software developers can use to sign macros and users can use to sign
documents.

• Change history: In a shared workbook, information that is maintained about

changes made in past editing sessions. The information includes the name of the
person who made each change, when the change was made, and what data was
changed.

• Chart area: The entire chart and all its elements.

• Chart sheet: A sheet in a workbook that contains only a chart. A chart sheet is
beneficial when you want to view a chart or a PivotChart separately from
worksheet data or a PivotTable.

• Column field: A field that's assigned a column orientation in a PivotTable. Items

associated with a column field are displayed as column labels.

• Column heading: The shaded area at the top of each Data pane column that
contains the field name.

• Column heading: The lettered or numbered gray area at the top of each column.
Click the column heading to select an entire column. To increase or decrease the
width of a column, drag the line to the right of the column heading.

• Comparison criteria: A set of search conditions that is used to find data.

Comparison criteria can be a series of characters that you want to match, such as
"Northwind Traders," or an expression, such as ">300."

• Comparison operator: A sign that is used in comparison criteria to compare two

values. The six standards are = Equal to, > Greater than, < Less than, >= Greater
than or equal to, <= Less than or equal to, and <> Not equal to.

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• Conditional format: A format, such as cell shading or font color, that Excel
automatically applies to cells if a specified condition is true.

• Consolidation table: The table of combined results that appears in the

destination area. Excel creates the consolidation table by applying the summary
function that you select to the source area values that you specify.

• Constant: A value that is not calculated. For example, the number 210 and the
text "Quarterly Earnings" are constants. An expression, or a value resulting from
an expression, is not a constant.

• Constraints: The limitations placed on a Solver problem. You can apply

constraints to adjustable cells, the target cell, or other cells that are directly or
indirectly related to the target cell.

• Copy area: The cells that you copy when you want to paste data into another
location. After you copy cells, a moving border appears around them to indicate
that they've been copied.

• Criteria: Conditions you specify to limit which records are included in the result
set of a query. For example, the following criterion selects records for which the
value for the Order Amount field is greater than 30,000: Order Amount > 30000.

• Criteria pane: The area of the window that displays the criteria used to limit the
records included in the result set of your query.

• Current region: The block of filled-in cells that includes the currently selected
cell or cells. The region extends in all directions to the first empty row or column.

• Custom calculation: A method of summarizing values in the data area of a

PivotTable by using the values in other cells in the data area. Use the Show data
as list on the PivotTable Field dialog for a data field to create custom
calculations.

D
• Data form: A dialog box that displays one complete record at a time. You
can use data forms to add, change, locate, and delete records.

• Data label: A label that provides additional information about a data

marker, which represents a single data point or value that originates
from a datasheet cell.

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 • Data marker: A bar, area, dot, slice, or other symbol in a chart that represents a
single data point or value that originates from a datasheet cell. Related data
markers in a chart constitute a data series.

• Data pane: The area of the window that displays the result set of your query.

• Data points: Individual values that are plotted in a chart. Related data points
make up a data series. Data points are represented by bars, columns, lines,
slices, dots, and other shapes. These shapes are called data markers.

• Data region: A range of cells that contains data and that is bounded by empty
cells or datasheet borders.

• Data series: Related data points that are plotted in a chart and originate from
datasheet rows or columns. Each data series in a chart has a unique color or
pattern. You can plot one or more data series in a chart. Pie charts have only one
data series.

• Data source: A stored set of "source" information used to connect to a database.

A data source can include the name and location of the database server, the
name of the database driver, and information that the database needs when you
log on.

• Data source driver: A program file used to connect to a specific database. Each
database program or management system requires a different driver.

• Data table: A range of cells that shows the results of substituting different values
in one or more formulas. There are two types of data tables: one-input tables
and two-input tables.

• Data table in charts: A grid that can be added to some charts and contains the
numeric data used to create the chart. The data table usually is attached to the
horizontal axis of the chart and replaces the tick-mark labels on the horizontal
axis.

• Data validation: An Excel feature that you can use to define restrictions on what
data can or should be entered in a cell, and to display messages that prompt
users for correct entries and notify users about incorrect entries.

• Database: A collection of data related to a particular subject or purpose. Within

a database, information about a particular entity, such as an employee or order,
is categorized into tables, records, and fields.

• DDE conversation: The interaction between two applications that are

communicating and exchanging data through special functions and code known
as dynamic data exchange (DDE).

146
• Default startup workbook: The new, unsaved workbook that's displayed when
you start Excel. The default startup workbook is displayed only if you haven't
included other workbooks in the XLStart folder.

• Default workbook template: The Book.xlt template that you create to change
the default format of new workbooks. Excel uses the template to create a blank
workbook when you start Excel or create a new workbook without specifying a
template.

• Default worksheet template: The Sheet.xlt template that you create to change
the default format of new worksheets. Excel uses the template to create a blank
worksheet when you add a new worksheet to a workbook.

• Dependents: Cells that contain formulas that refer to other cells. For example, if
cell D10 contains the formula =B5, cell D10 is a dependent of cell B5.

• Destination area: The range of cells that you select to hold the summarized data
in a consolidation. The destination area can be on the same worksheet as the
source data or on a different worksheet. A worksheet can contain only one
consolidation.

• Detail data: For automatic subtotals and worksheet outlines, the subtotal rows
or columns that are totaled by summary data. Detail data is typically adjacent to
and either above or to the left of the summary data.

• Drop lines: In line and area charts, lines that extend from a data point to the
category (x) axis. Useful in area charts to clarify where one data marker ends and
the next begins.

• Drop-down list box: A control on a menu, toolbar, or dialog box that displays a
list of options when you click the small arrow next to the list box.

E
• Embedded chart: A chart that is placed on a worksheet rather than on a
separate chart sheet. Embedded charts are beneficial when you want to view or
print a chart or a PivotChart with its source data or other information in a
worksheet.

• Error bars: Usually used in statistical or scientific data, error bars show potential
error or degree of uncertainty relative to each data marker in a series.

• Excel add-in: Components that can be installed on your computer to add

commands and functions to Excel. These add-in programs are specific to Excel.
Other add-in programs that are available for Excel or Office are Component
Object Model (COM) add-ins.

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 • Excel table: Formerly known as an Excel list, you can create, format, and expand
an Excel table to organize the data on your worksheet.

• Expression: A combination of operators, field names, functions, literals, and

constants that evaluates to a single value. Expressions can specify criteria (such
as Order Amount>10000) or perform calculations on field values (such as
Price*Quantity).

• External data: Data that is stored outside of Excel. Examples include databases
created in Access, dBASE, SQL Server, or on a Web server.

• External data range: A range of data that is brought into a worksheet but that
originates outside of Excel, such as in a database or text file. In Excel, you can
format the data or use it in calculations as you would any other data.

• External reference: A reference to a cell or range on a sheet in another Excel

workbook, or a reference to a defined name in another workbook.

F
• Field (database): A category of information, such as last name or order amount,
that is stored in a table. When Query displays a result set in its Data pane, a field
is represented as a column.

• Field (PivotTable): In a PivotTable or PivotChart, a category of data that's

derived from a field in the source data. PivotTables have row, column, page, and
data fields. PivotCharts have series, category, page, and data fields.

• Fill handle: The small black square in the lower-right corner of the selection.
When you point to the fill handle, the pointer changes to a black cross.

• Filter: To display only the rows in a list that satisfy the conditions you specify.
You use the AutoFilter command to display rows that match one or more specific
values, calculated values, or conditions.

• Font: A graphic design applied to all numerals, symbols, and alphabetic

characters. Also called type or typeface. Arial and Courier New are examples of
fonts. Fonts usually come in different sizes, such as 10 point, and various styles,
such as bold.

• Formula: A sequence of values, cell references, names, functions, or operators in

a cell that together produce a new value. A formula always begins with an equal
sign (=).

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• Formula bar: A bar at the top of the Excel window that you use to enter or edit
values or formulas in cells or charts. Displays the constant value or formula
stored in the active cell.

• Formula Palette: A tool that helps you create or edit a formula and also provides
information about functions and their arguments.

• Function (Microsoft Query): An expression that returns a value based on the

results of a calculation. Query assumes that data sources support the Avg, Count,
Max, Min, and Sum functions. Some data sources may not support all of these,
or may support additional functions.

• Function (Office Excel): A prewritten formula that takes a value or values,

performs an operation, and returns a value or values. Use functions to simplify
and shorten formulas on a worksheet, especially those that perform lengthy or
complex calculations.

G
• Goal seek: A method to find a specific value for a cell by adjusting the value of
one other cell. When goal seeking, Excel varies the value in a cell that you specify
until a formula that's dependent on that cell returns the result you want.

• Grid: A set of intersecting lines used to align objects.

• Gridlines in charts: Lines you can add to a chart that make it easier to view and
evaluate data. Gridlines extend from the tick marks on an axis across the plot
area.

• Group: In an outline or PivotTable, one or more detail rows or columns that are
adjacent and subordinate to a summary row or column.

H
• High-low lines: In 2-D line charts, lines that extend from the highest to the
lowest value in each category. High-low lines are often used in stock charts.

• History worksheet: A separate worksheet that lists changes being tracked in a

shared workbook, including the name of the person who made the change,
when and where it was made, what data was deleted or replaced, and how
conflicts were resolved.

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 I
• Identifier: A field name used in an expression. For example, Order Amount is the
identifier (field name) for a field that contains order amounts. You can use an
expression (such as Price*Quantity) in place of an identifier.

• Implicit intersection: A reference to a range of cells, instead of a single cell, that

is calculated like a single cell. If cell C10 contains the formula =B5

*5, Excel multiplies the value in cell B10 by 5 because cells B10 and C10 are in
the same row.

• Index: A database component that speeds up searching for data. When a table
has an index, data in the table can be found by looking it up in the index.

• Inner join: In Query, default type of join between two tables where only the
records that have the same values in the joined fields are selected. The two
matching records from each table are combined and displayed as one record in
the result set.

• Input cell: The cell in which each input value from a data table is substituted.
Any cell on a worksheet can be the input cell. Although the input cell does not
need to be part of the data table, the formulas in data tables must refer to the
input cell.

• Insert row: In an Excel table, a special row that facilitates data entry. The Insert
row is indicated by an asterisk.

• Internet Explorer: A Web browser that interprets HTML files, formats them into
Web pages, and displays them to the user.

• Item: A subcategory of a field in PivotTables and PivotCharts. For instance, the

field "Month" could have items such as "January," "February," and so on.

• Iteration: Repeated calculation of a worksheet until a specific numeric condition

is met.

J
• Join: A connection between multiple tables where records from related fields
that match are combined and shown as one record. Records that don't match
may be included or excluded, depending on the type of join.

150
• Join line: In Query, a line that connects fields between two tables and shows
Query how the data is related. The type of join indicates which records are
selected for the query's result set.

• Justify: To adjust horizontal spacing so that text is aligned evenly along both the
left and right margins. Justifying text creates a smooth edge on both sides.

L
• Legend: A box that identifies the patterns or colors that are assigned to the data
series or categories in a chart.

• Legend keys: Symbols in legends that show the patterns and colors assigned to
the data series (or categories) in a chart. Legend keys appear to the left of legend
entries. Formatting a legend key also formats the data marker that's associated
with it.

• Locked field or record: The condition of a record, field, or other object in a

database that permits it to be viewed but not changed (read-only) in Query.

M
• Mapped range: A range in an XML list that has been linked to an element in an
XML map.

• Matrix: A rectangular array of values or a range of cells that is combined with

other arrays or ranges to produce multiple sums or products. Excel has
predefined matrix functions that can produce the sums or products.

• Merged cell: A single cell that is created by combining two or more selected
cells. The cell reference for a merged cell is the upper-left cell in the original
selected range.

• Microsoft Excel control: A native Excel control other than an ActiveX control.

• Microsoft Visual Basic Help: To get help for Visual Basic in Excel, on the
Developer tab, in the Code group, click Visual Basic, and then under the Help
menu, click Microsoft Visual Basic Help.

• Moving average: A sequence of averages computed from parts of a data series.

In a chart, a moving average smooths the fluctuations in data, thus showing the
pattern or trend more clearly.

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 • Moving border: An animated border that appears around a worksheet range
that has been cut or copied. To cancel a moving border, press ESC.

• Multiple-level category labels: Category labels in a chart that, based on

worksheet data, are automatically displayed on more than one line in a
hierarchy. For example, the heading Produce might appear above a row with
headings Tofu, Apples, and Pears.

N
• Name: A word or string of characters that represents a cell, range of cells,
formula, or constant value. Use easy-to-understand names, such as Products, to
refer to hard-to-understand ranges, such as Sales!C20

• Name box: Box at the left end of the formula bar that identifies the selected cell,
chart item, or drawing object. To name a cell or range, type the name in the
Name box and press ENTER. To move to and select a named cell, click its name in
the Name box.

• Nonadjacent selection: A selection of two or more cells or ranges that don't

touch each other. When plotting nonadjacent selections in a chart, make sure
that the combined selections form a rectangular shape.

• Non-OLAP source data: Underlying data for a PivotTable or PivotChart that

comes from a source other than an OLAP database. These sources include
relational databases, tables on Excel worksheets, and text file databases.

O
• ObjectLink: An OLE data format that describes a linked object, identifying the
class, document name, and name of an object. Each of these data items is a null-
terminated string.

• Offline cube file: A file you create on your hard disk or a network share to store
OLAP source data for a PivotTable or PivotChart. Offline cube files allow you to
keep working when you are not connected to the OLAP server.

• OLAP: A database technology that has been optimized for querying and
reporting, instead of processing transactions. OLAP data is organized
hierarchically and stored in cubes instead of tables.

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• OLAP provider: A set of software that provides access to a particular type of
OLAP database. This software can include a data source driver and other client
software that is necessary to connect to a database.

• Operand: Items on either side of an operator in a formula. In Excel, operands can

be values, cell references, names, labels, and functions.

• Operator: A sign or symbol that specifies the type of calculation to perform

within an expression. There are mathematical, comparison, logical, and
reference operators.

• Outer join: Join in which all records from one table are selected, even if there
are no matching records in another table. Records that match are combined and
shown as one. Records that don't have matches in the other table are shown as
empty.

• Outline: Worksheet data in which rows or columns of detail data are grouped so
that you can create summary reports. The outline can summarize either an
entire worksheet or a selected portion of it.

• Outline data: The data that is contained within a worksheet outline. Outline data
includes both the summary and detail rows or columns of an outline.

• Outline symbols: Symbols that you use to change the view of an outlined
worksheet. You can show or hide detailed data by pressing the plus sign, minus
sign, and the numbers 1, 2, 3, or 4, indicating the outline level.

• OwnerLink: An OLE data format that describes an embedded object, identifying

the class, document name, and name of an object. Each of these data items is a
null-terminated string.

P
• Page break: Divider that breaks a worksheet into separate pages for printing.
Excel inserts automatic page breaks based on the paper size, margin settings,
scaling options, and the positions of any manual page breaks that you insert.

• Page break preview: Worksheet view that displays the areas to be printed and
the locations of page breaks. The area to be printed is displayed in white,
automatic page breaks appear as dashed lines, and manual page breaks appear
as solid lines.

• Parameter: In Excel, you can add, change, or remove parameters to specify cells
that are editable in the viewable worksheet data of Excel Services. When you
save the workbook, the changes are automatically reflected on the server.

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 • Parameter query: A type of query that, when you run it, prompts for values
(criteria) to use to select the records for the result set so that the same query
can be used to retrieve different result sets.

• Password: A way to protect your worksheet or workbook. When you protect

worksheet or workbook elements with a password, it is very important that you
remember that password. Without it, there is no way to unprotect the workbook
or worksheet. You should always use strong passwords that combine uppercase
and lowercase letters, numbers, and symbols. Weak passwords don't mix these
elements. Strong password: Y6dh!et5. Weak password: House27. Use a strong
password that you can remember so that you don't have to write it down.

• Paste area: The target destination for data that's been cut or copied by using the
Office Clipboard.

• Pivot area: The worksheet area into which you drag PivotTable or PivotChart
fields to change the layout of the report. On a new report, dashed blue outlines
indicate the pivot area on the worksheet.

• PivotChart category field: A field that is assigned a category orientation in a

PivotChart. In a chart, categories usually appear on the x-axis, or horizontal axis,
of the chart.

• PivotChart: A chart that provides interactive analysis of data, like a PivotTable.

You can change views of data, see different levels of detail, or reorganize the
chart layout by dragging fields and by showing or hiding items in fields.

• PivotChart series field: A field that is assigned a series orientation in a

PivotChart. In a chart, series are represented in the legend.

• PivotTable data: In a PivotTable, the summarized data that's calculated from the
data fields of a source list or table.

• PivotTable grand totals: Total values for all cells in a row or all cells in a column
of a PivotTable. Values in a grand total row or column are calculated by using the
same summary function used in the data area of the PivotTable.

• PivotTable list: A Microsoft Office Web Component that allows you to create a
structure similar to an Excel PivotTable. Users can view the PivotTable list in a
Web browser and change its layout in a manner similar to an Excel PivotTable.

• PivotTable: An interactive, cross-tabulated Excel report that summarizes and

analyzes data, such as database records, from various sources including ones
external to Excel.

• PivotTable subtotal: A row or column that uses a summary function to display

the total of detail items in a PivotTable field.

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• Plot area: In a 2-D chart, the area bounded by the axes, including all data series.
In a 3-D chart, the area bounded by the axes, including the data series, category
names, tick-mark labels, and axis titles.

• Point: A unit of measurement equal to 1/72 of an inch.

• Precedents: Cells that are referred to by a formula in another cell. For example,
if cell D10 contains the formula =B5, cell B5 is a precedent to cell D10.

• Primary key: One or more fields that uniquely identify each record in a table. In
the same way that a license plate number identifies a car, the primary key
uniquely identifies a record.

• Print area: One or more ranges of cells that you designate to print when you
don't want to print the entire worksheet. If a worksheet includes a print area,
only the print area is printed.

• Print titles: Row or column labels that are printed at the top of or on the left side
of every page on a printed worksheet.

• Property fields: Independent attributes associated with items, or members, in

an OLAP cube. For example, if city items have size and population properties
stored in the server cube, a PivotTable can display the size and population of
each city.

• Protect: To make settings for a worksheet or workbook that prevent users from
viewing or gaining access to the specified worksheet or workbook elements.

Q
• Query: In Query or Access, a means of finding the records that answer a
particular question you ask about the data stored in a database.

• Query channel: You use a query channel in a DDE conversation between the
destination application and a specific query (for example, Query1) in Query. To
use a query channel, you must have already opened the query window using a
system channel.

• Query design: All elements included in the Query window, such as tables,
criteria, the order in which fields are arranged, and so on. The design also
specifies whether Auto Query is turned on, and whether you can edit the source
data.

155
 R
• Range: Two or more cells on a sheet. The cells in a range can be adjacent or
nonadjacent.

• Read-only: A setting that allows a file to be read or copied but not changed or
saved.

• Record: A collection of information about a particular person, place, event, or

thing. When Query displays a result set in the Data pane, a record is represented
as a row.

• Refresh (external data range): To update data from an external data source.
Each time you refresh data, you see the most recent version of the information
in the database, including any changes that were made to the data.

• Refresh (PivotTable): To update the contents of a PivotTable or PivotChart to

reflect changes to the underlying source data. If the report is based on external
data, refreshing runs the underlying query to retrieve new or changed data.

• Regression analysis: A form of statistical analysis used for forecasting.

Regression analysis estimates the relationship between variables so that a given
variable can be predicted from one or more other variables.

• Relative reference: In a formula, the address of a cell based on the relative

position of the cell that contains the formula and the cell referred to. If you copy
the formula, the reference automatically adjusts. A relative reference takes the
form A1.

• Remote reference: A reference to data stored in a document from another

program.

• Report filter: A field that's used to filter a subset of data in a PivotTable or

PivotChart into one page for further layout and analysis. You can either display a
summary of all items in a report filter, or display one item at a time, which filters
out the data for all other items.

• Report template: An Excel template (.xlt file) that includes one or more queries
or PivotTables that are based on external data. When you save a report
template, Excel saves the query definition but doesn't store the queried data in
the template.

• Result set: The set of records returned when you run a query. You can see the
result set of a query in Query, or you can return a result set to an Excel
worksheet for further analysis.

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• Row heading: The numbered gray area to the left of each row. Click the row
heading to select an entire row. To increase or decrease the height of a row,
drag the line below the row heading.

• Row label: A field that's assigned a row orientation in a PivotTable.

• R-squared value: A number from 0 to 1 that reveals how closely the estimated
values for the trendline correspond to your actual data. A trendline is most
reliable when its R-squared value is at or near 1. Also known as the coefficient of
determination.

S
• Scenario: A named set of input values that you can substitute in a worksheet
model.

• Scroll lock: With scroll lock turned on, the arrow keys scroll the active sheet
rather than make a different cell active. To turn scroll lock off or on, press the
SCROLL LOCK key.

• Section: Any combination of a worksheet, view, and scenario that you choose
when you create a report. A report can contain several sections.

• Select: To highlight a cell or range of cells on a worksheet. The selected cells will
be affected by the next command or action.

• Select All button: The gray rectangle in the upper-left corner of a datasheet
where the row and column headings meet. Click this button to select all cells on
a datasheet.

• Series axis: A chart axis that represents the depth dimension in a true 3-D chart.
It displays the series names as arbitrary text values; it cannot display scaled
numerical values.

• Series field: A field that's displayed in the series area of a PivotChart. Items in a
series field are listed in the legend and provide the names of the individual data
series.

• Series lines: In 2-D stacked bar and column charts, lines that connect the data
markers in each data series that are used to emphasize the difference in
measurement between each series.

• Shared workbook: A workbook set up to allow multiple users on a network to

view and make changes at the same time. Each user who saves the workbook
sees the changes made by other users.

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 • Single-mapped cell: A cell that has been linked to a non-repeating element in an
XML map.

• Sort order: A way to arrange data based on value or data type. You can sort data
alphabetically, numerically, or by date. Sort orders use an ascending (1 to 9, A to
Z) or descending (9 to 1, Z to A) order.

• Source areas: The cell ranges that you consolidate in the destination area you
specify. Source areas can be on any worksheet in a workbook, in other open or
closed workbooks, or on Lotus 1-2-3 worksheets.

• Source data: The list or table that's used to create a PivotTable or PivotChart.
Source data can be taken from an Excel table or range, an external database or
cube, or another PivotTable.

• SQL: A language used to retrieve, update, and manage data. When you create a
query, Query uses SQL to build the corresponding SQL SELECT statement. If you
know SQL, you can view or change the SQL SELECT statement.

• Standard font: The default text font for worksheets. The standard font
determines the default font for the Normal cell style.

• Summary data: For automatic subtotals and worksheet outlines, all rows or
columns that summarize detail data. Summary data usually is adjacent to and
below the detail data.

• Summary function: A type of calculation that combines source data in a

PivotTable or a consolidation table, or when you are inserting automatic
subtotals in a list or database. Examples of summary functions include Sum,
Count, and Average.

• System channel: Used in a DDE conversation between applications to get

information about the system, such as the current connections, open queries,
and the status of the destination application.

T
• Table pane: The area of the Query window that displays the tables in a query.
Each table displays the fields from which you can retrieve data.

• Template: A workbook that you create and use as the basis for other similar
workbooks. You can create templates for workbooks and worksheets. The
default template for workbooks is called Book.xlt. The default template for
worksheets is called Sheet.xlt.

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• Text box: A rectangular object on a worksheet or chart, in which you can type
text.

• Tick marks and tick-mark labels: Tick marks are small lines of measurement,
similar to divisions on a ruler, that intersect an axis. Tick-mark labels identify the
categories, values, or series in the chart.

• Titles in charts: Descriptive text that is automatically aligned to an axis or

centered at the top of a chart.

• Total row: A special row in an Excel table that provides a selection of aggregate
functions useful for working with numerical data.

• Totals: One of the five calculation types Query defines for you: Sum, Avg, Count,
Min, and Max.

• Tracer arrows: Arrows that show the relationship between the active cell and its
related cells. Tracer arrows are blue when pointing from a cell that provides data
to another cell, and red if a cell contains an error value, such as #DIV/0!.

• Trendline: A graphic representation of trends in data series, such as a line

sloping upward to represent increased sales over a period of months. Trendlines
are used for the study of problems of prediction, also called regression analysis.

• Trendline label: Optional text for a trendline, including either the regression
equation or the R-squared value, or both. A trendline label can be formatted and
moved; it cannot be sized.

U
• Up-down bars: In line charts with multiple data series, bars that indicate the
difference between data points in the first and last series.

V
• Value: The text, date, number, or logical input that completes a condition that a
field must meet for searching or filtering. For example, the field Author with the
condition equals must include a value, such as John, to be complete.

• Value axis: A chart axis that displays scaled numerical values.

159
 • Value field: A field from a source list, table, or database that contains data that
is summarized in a PivotTable or PivotChart. A value field usually contains
numeric data, such as statistics or sales amounts.

• Values area: The part of a PivotTable that contains summary data. Values in each
cell of the values area represent a summary of data from the source records or
rows.

• Vertexes: Black, square, draggable points that appear at the ends and
intersections of lines or curves in certain AutoShapes (such as freeforms,
scribbles, and curves) when you edit points on the AutoShape.

• View: A set of display and print settings that you can name and apply to a
workbook. You can create more than one view of the same workbook without
saving separate copies of the workbook.

W
• Web query: A query that retrieves data stored on your intranet or the Internet.

• What-if analysis: A process of changing the values in cells to see how those
changes affect the outcome of formulas on the worksheet. For example, varying
the interest rate that is used in an amortization table to determine the amount
of the payments.

• Workbook: A spreadsheet program file that you create in Excel. A workbook

contains worksheets of rows and columns in which you can enter and calculate
data.

• Worksheet: The primary document that you use in Excel to store and work with
data. Also called a spreadsheet. A worksheet consists of cells that are organized
into columns and rows; a worksheet is always stored in a workbook.

• Workspace file: A file that saves display information about open workbooks, so
that you can later resume work with the same window sizes, print areas, screen
magnification, and display settings. A workspace file doesn't contain the
workbooks themselves.

• World Wide Web: A system for navigating the Internet or through a collection of
workbooks and other Office documents connected by hyperlinks and located on
a network share, a company intranet, or the Internet. When you use a Web
browser, the Web appears as a collection of text, pictures, sounds, and digital
movies.

• Wrap: In text, to break a line of text automatically on reaching a margin or

object and continue the text on a new line.

160
 X
• XML: Extensible Markup Language (XML): A condensed form of Standard
Generalized Markup Language (SGML) that enables developers to create
customized tags that offer flexibility in organizing and presenting information.

161
 Keyboard shortcuts in Excel
for Windows
Mastering keyboard shortcuts in Excel can significantly boost your productivity and
efficiency. Whether you're navigating through large datasets, formatting cells, or executing
complex formulas, knowing the right shortcuts can save you time and effort. This section is
dedicated to helping you understand and utilize the most useful keyboard shortcuts in
Excel, making your workflow smoother and more effective. For users with mobility or
visual impairments, these shortcuts offer an essential alternative to mouse navigation,
ensuring a more accessible and streamlined experience.

162
 Frequently used shortcuts
To do this Press

Close a workbook. Ctrl+W

Open a workbook. Ctrl+O

Go to the Home tab. Alt+H

Save a workbook. Ctrl+S

Copy selection. Ctrl+C

Paste selection. Ctrl+V

Undo recent action. Ctrl+Z

Remove cell contents. Delete

Choose a fill color. Alt+H, H

Cut selection. Ctrl+X

Go to the Insert tab. Alt+N

Apply bold formatting. Ctrl+B

Center align cell contents. Alt+H, A, C

Go to the Page Layout tab. Alt+P

Go to the Data tab. Alt+A

Go to the View tab. Alt+W

Open the context menu. Shift+F10 or Windows Menu

key

163
 To do this Press

Add borders. Alt+H, B

Delete column. Alt+H, D, C

Go to the Formula tab. Alt+M

Hide the selected rows. Ctrl+9

Hide the selected columns. Ctrl+0

Use Access Keys for Ribbon Tabs

To do this Press

Move to the Tell me or Search field on the Alt+Q, then enter the search term.
ribbon and type a search term for
assistance or Help content.

Open the File menu. Alt+F

Open the Home tab and format text and Alt+H

numbers and use the Find tool.

Open the Insert tab and insert Alt+N

PivotTables, charts, add-ins, Sparklines,
pictures, shapes, headers, or text boxes.

Open the Page Layout tab and work with Alt+P

themes, page setup, scale, and alignment.

Open the Formulas tab and insert, trace, Alt+M

and customize functions and calculations.

Open the Data tab and connect to, sort, Alt+A

filter, analyze, and work with data.

164
 To do this Press

Open the Review tab and check spelling, Alt+R

add notes and threaded comments, and
protect sheets and workbooks.

Open the View tab and preview page Alt+W

breaks and layouts, show and hide
gridlines and headings, set zoom
magnification, manage windows and
panes, and view macros.

Work in the ribbon with the keyboard

To do this Press

Select the active tab on the ribbon and Alt or F10. To move to a different tab, use
activate the access keys. access keys or the arrow keys.

Move the focus to commands on the Tab key or Shift+Tab

ribbon or add-in pane.

Move down, up, left, or right, Arrow keys

respectively, among the items on the
ribbon.

Show the tooltip for the ribbon element Ctrl+Shift+F10

currently in focus.

Activate a selected button. Spacebar or Enter

Open the list for a selected command. Down arrow key

Open the menu for a selected button. Alt+Down arrow key

When a menu or submenu is open, Down arrow key

move to the next command.

165
 To do this Press

Expand or collapse the ribbon. Ctrl+F1

Open a context menu. Shift+F10

Or, on a Windows keyboard, the Windows

Menu key (usually between the Alt Gr and
right Ctrl keys)

Move to the submenu when a main Left arrow key

menu is open or selected.

Move from one group of controls to Ctrl+Left or Right arrow key

another.

Keyboard shortcuts for navigating in cells

To do this Press

Move to the previous cell in a worksheet or Shift+Tab

the previous option in a dialog box.

Move one cell up in a worksheet. Up arrow key

Move one cell down in a worksheet. Down arrow key

Move one cell left in a worksheet. Left arrow key

Move one cell right in a worksheet. Right arrow key

Move to the edge of the current data region Ctrl+Arrow key

in a worksheet.

Enter the End mode, move to the next End, Arrow key
nonblank cell in the same column or row as
the active cell, and turn off End mode. If the

166
 To do this Press
cells are blank, move to the last cell in the
row or column.

Move to the last cell on a worksheet, to the Ctrl+End

lowest used row of the rightmost used
column.

Extend the selection of cells to the last used Ctrl+Shift+End

cell on the worksheet (lower-right corner).

Move to the cell in the upper-left corner of Home+Scroll lock

the window when Scroll lock is turned on.

Move to the beginning of a worksheet. Ctrl+Home

Move one screen down in a worksheet. Page down

Move to the next sheet in a workbook. Ctrl+Page down

Move one screen to the right in a worksheet. Alt+Page down

Move one screen up in a worksheet. Page up

Move one screen to the left in a worksheet. Alt+Page up

Move to the previous sheet in a workbook. Ctrl+Page up

Move one cell to the right in a worksheet. Or, Tab key

in a protected worksheet, move between
unlocked cells.

Open the list of validation choices on a cell Alt+Down arrow key

that has data validation option applied to it.

Cycle through floating shapes, such as text Ctrl+Alt+5, then the Tab key
boxes or images. repeatedly

167
 To do this Press

Exit the floating shape navigation and return Esc

to the normal navigation.

Scroll horizontally. Ctrl+Shift, then scroll your mouse

wheel up to go left, down to go right

Zoom in. Ctrl+Alt+Equal sign ( = )

Zoom out. Ctrl+Alt+Minus sign (-)

Keyboard shortcuts for formatting cells

To do this Press

Open the Format Cells dialog box. Ctrl+1

Format fonts in the Format Cells dialog box. Ctrl+Shift+F or

Ctrl+Shift+P

Edit the active cell and put the insertion point at the end F2
of its contents. Or, if editing is turned off for the cell,
move the insertion point into the formula bar. If editing a
formula, toggle Point mode off or on so you can use the
arrow keys to create a reference.

Insert a note. Shift+F2

Open and edit a cell note. Shift+F2

Insert a threaded comment. Ctrl+Shift+F2

Open and reply to a threaded comment. Ctrl+Shift+F2

Open the Insert dialog box to insert blank cells. Ctrl+Shift+Plus sign (+)

Open the Delete dialog box to delete selected cells. Ctrl+Minus sign (-)

168
 To do this Press

Enter the current time. Ctrl+Shift+Colon (:)

Enter the current date. Ctrl+Semicolon (;)

Switch between displaying cell values or formulas in the Ctrl+Grave accent (`)
worksheet.

Copy a formula from the cell above the active cell into Ctrl+Apostrophe (')
the cell or the formula bar.

Move the selected cells. Ctrl+X

Copy the selected cells. Ctrl+C

Paste content at the insertion point, replacing any Ctrl+V

selection.

Open the Paste Special dialog box. Ctrl+Alt+V

Italicize text or remove italic formatting. Ctrl+I or Ctrl+3

Bold text or remove bold formatting. Ctrl+B or Ctrl+2

Underline text or remove underline. Ctrl+U or Ctrl+4

Apply or remove strikethrough formatting. Ctrl+5

Switch between hiding objects, displaying objects, and Ctrl+6

displaying placeholders for objects.

Apply an outline border to the selected cells. Ctrl+Shift+Ampersand

sign (&)

Remove the outline border from the selected cells. Ctrl+Shift+Underscore (_)

Display or hide the outline symbols. Ctrl+8

169
 To do this Press

Use the Fill Down command to copy the contents and Ctrl+D
format of the topmost cell of a selected range into the
cells below.

Apply the General number format. Ctrl+Shift+Tilde sign (~)

Apply the Currency format with two decimal places Ctrl+Shift+Dollar sign ($)
(negative numbers in parentheses).

Apply the Percentage format with no decimal places. Ctrl+Shift+Percent sign

(%)

Apply the Scientific number format with two decimal Ctrl+Shift+Caret sign (^)
places.

Apply the Date format with the day, month, and year. Ctrl+Shift+Number sign
(#)

Apply the Time format with the hour and minute, and Ctrl+Shift+At sign (@)
AM or PM.

Apply the Number format with two decimal places, Ctrl+Shift+Exclamation

thousands separator, and minus sign (-) for negative point (!)
values.

Open the Insert hyperlink dialog box. Ctrl+K

Check spelling in the active worksheet or selected range. F7

Display the Quick Analysis options for selected cells that Ctrl+Q
contain data.

Display the Create Table dialog box. Ctrl+L or Ctrl+T

Open the Workbook Statistics dialog box. Ctrl+Shift+G

170
Keyboard Shortcuts in the Paste Special Dialog Box in Excel
To do this Press

Paste all cell contents and formatting. A

Paste only the formulas as entered in the formula bar. F

Paste only the values (not the formulas). V

Paste only the copied formatting. T

Paste only comments and notes attached to the cell. C

Paste only the data validation settings from copied cells. N

Paste all cell contents and formatting from copied cells. H

Paste all cell contents without borders. X

Paste only column widths from copied cells. W

Paste only formulas and number formats from copied cells. R

Paste only the values (not formulas) and number formats from copied U
cells.

Keyboard shortcuts for making selections and performing

actions
To do this Press

Select the entire worksheet. Ctrl+A or

Ctrl+Shift+Spacebar

171
 To do this Press

Select the current and next sheet in a workbook. Ctrl+Shift+Page

down

Select the current and previous sheet in a workbook. Ctrl+Shift+Page up

Extend the selection of cells by one cell. Shift+Arrow key

Extend the selection of cells to the last nonblank cell in the Ctrl+Shift+Arrow key
same column or row as the active cell, or if the next cell is
blank, to the next nonblank cell.

Turn extend mode on and use the arrow keys to extend a F8

selection. Press again to turn off.

Add a non-adjacent cell or range to a selection of cells by Shift+F8

using the arrow keys.

Start a new line in the same cell. Alt+Enter

Fill the selected cell range with the current entry. Ctrl+Enter

Complete a cell entry and select the cell above. Shift+Enter

Select an entire column in a worksheet. Ctrl+Spacebar

Select an entire row in a worksheet. Shift+Spacebar

Select all objects on a worksheet when an object is selected. Ctrl+Shift+Spacebar

Extend the selection of cells to the beginning of the Ctrl+Shift+Home

worksheet.

Select the current region if the worksheet contains data. Ctrl+A or

Press a second time to select the current region and its Ctrl+Shift+Spacebar
summary rows. Press a third time to select the entire
worksheet.

172
 To do this Press

Select the current region around the active cell. Ctrl+Shift+Asterisk

sign (*)

Select the first command on the menu when a menu or Home

submenu is visible.

Repeat the last command or action, if possible. Ctrl+Y

Undo the last action. Ctrl+Z

Expand grouped rows or columns. While hovering over

the collapsed items,
press and hold the
Shift key and scroll
down.

Collapse grouped rows or columns. While hovering over

the expanded items,
press and hold the
Shift key and scroll
up.

Data & Formula Bar Shortcuts

To do this Press

Turn on or off tooltips for checking formulas directly in the Ctrl+Alt+P

formula bar or in the cell you’re editing.

Edit the active cell and put the insertion point at the end of its F2
contents. Or, if editing is turned off for the cell, move the
insertion point into the formula bar. If editing a formula, toggle
Point mode off or on so you can use the arrow keys to create a
reference.

Expand or collapse the formula bar. Ctrl+Shift+U

173
 To do this Press

Cancel an entry in the cell or formula bar. Esc

Complete an entry in the formula bar and select the cell below. Enter

Move the cursor to the end of the text when in the formula bar. Ctrl+End

Select all text in the formula bar from the cursor position to the Ctrl+Shift+End
end.

Calculate all worksheets in all open workbooks. F9

Calculate the active worksheet. Shift+F9

Calculate all worksheets in all open workbooks, regardless of Ctrl+Alt+F9

whether they have changed since the last calculation.

Check dependent formulas, and then calculate all cells in all Ctrl+Alt+Shift+F9
open workbooks, including cells not marked as needing to be
calculated.

Display the menu or message for an Error Checking button. Alt+Shift+F10

Display the Function Arguments dialog box when the insertion Ctrl+A
point is to the right of a function name in a formula.

Insert argument names and parentheses when the insertion Ctrl+Shift+A

point is to the right of a function name in a formula.

Insert the AutoSum formula Alt+Equal sign ( =

)

Invoke Flash Fill to automatically recognize patterns in adjacent Ctrl+E

columns and fill the current column

Cycle through all combinations of absolute and relative F4

references in a formula if a cell reference or range is selected.

174
 To do this Press

Insert a function. Shift+F3

Copy the value from the cell above the active cell into the cell or Ctrl+Shift+Straight
the formula bar. quotation mark
(")

Create an embedded chart of the data in the current range. Alt+F1

Create a chart of the data in the current range in a F11

separate Chart sheet.

Define a name to use in references. Alt+M, M, D

Paste a name from the Paste Name dialog box (if names have F3
been defined in the workbook).

Move to the first field in the next record of a data form. Enter

Create, run, edit, or delete a macro. Alt+F8

Open the Microsoft Visual Basic For Applications Editor. Alt+F11

Open the Power Query Editor Alt+F12

Keyboard shortcuts for refreshing external data

To do this Press

Stop a refresh operation. Esc

Refresh data in the current worksheet. Ctrl+F5

Refresh all data in the workbook. Ctrl+Alt+F5

175
 Power Pivot keyboard shortcuts
To do this Press

Open the context menu for the selected cell, column, or row. Shift+F10

Select the entire table. Ctrl+A

Copy selected data. Ctrl+C

Delete the table. Ctrl+D

Move the table. Ctrl+M

Rename the table. Ctrl+R

Save the file. Ctrl+S

Redo the last action. Ctrl+Y

Undo the last action. Ctrl+Z

Select the current column. Ctrl+Spacebar

Select the current row. Shift+Spacebar

Select all cells from the current location to the last cell of the Shift+Page
column. down

Select all cells from the current location to the first cell of the Shift+Page up
column.

Select all cells from the current location to the last cell of the row. Shift+End

Select all cells from the current location to the first cell of the row. Shift+Home

Move to the previous table. Ctrl+Page up

176
To do this Press

Move to the next table. Ctrl+Page

down

Move to the first cell in the upper-left corner of selected table. Ctrl+Home

Move to the last cell in the lower-right corner of selected table. Ctrl+End

Move to the first cell of the selected row. Ctrl+Left arrow

key

Move to the last cell of the selected row. Ctrl+Right

arrow key

Move to the first cell of the selected column. Ctrl+Up arrow

key

Move to the last cell of selected column. Ctrl+Down

arrow key

Close a dialog box or cancel a process, such as a paste operation. Ctrl+Esc

Open the AutoFilter Menu dialog box. Alt+Down

arrow key

Open the Go To dialog box. F5

Recalculate all formulas in the Power Pivot window. F9

177
 Function keys
Key Description

F1 § F1 alone: displays the Excel Help task pane.

§ Ctrl+F1: displays or hides the ribbon.

§ Alt+F1: creates an embedded chart of the data in the current

range.

§ Alt+Shift+F1: inserts a new worksheet.

§ Ctrl+Shift+F1: toggles full screen mode

F2 § F2 alone: edit the active cell and put the insertion point at the
end of its contents. Or, if editing is turned off for the cell, move
the insertion point into the formula bar. If editing a formula,
toggle Point mode off or on so you can use the arrow keys to
create a reference.

§ Shift+F2: adds or edits a cell note.

§ Ctrl+F2: displays the print preview area on the Print tab in the
Backstage view.

F3 § F3 alone: displays the Paste Name dialog box. Available only if

names have been defined in the workbook.

§ Shift+F3: displays the Insert Function dialog box.

F4 § F4 alone: repeats the last command or action, if possible.

When a cell reference or range is selected in a formula, F4

cycles through all the various combinations of absolute and
relative references.

§ Ctrl+F4: closes the selected workbook window.

§ Alt+F4: closes Excel.

F5 § F5 alone: displays the Go To dialog box.

§ Ctrl+F5: restores the window size of the selected workbook

window.

178
Key Description

F6 § F6 alone: switches between the worksheet, ribbon, task pane,

and Zoom controls. In a worksheet that has been split, F6
includes the split panes when switching between panes and the
ribbon area.

§ Shift+F6: switches between the worksheet, Zoom controls, task

pane, and ribbon.

§ Ctrl+F6: switches between two Excel windows.

§ Ctrl+Shift+F6: switches between all Excel windows.

F7 § F7 alone: Opens the Spelling dialog box to check spelling in the

active worksheet or selected range.

§ Ctrl+F7: performs the Move command on the workbook

window when it is not maximized. Use the arrow keys to move
the window, and when finished press Enter, or Esc to cancel.

F8 § F8 alone: turns extend mode on or off. In extend

mode, Extended Selection appears in the status line, and the
arrow keys extend the selection.

§ Shift+F8: enables you to add a non-adjacent cell or range to a

selection of cells by using the arrow keys.

§ Ctrl+F8: performs the Size command when a workbook is not

maximized.

§ Alt+F8: displays the Macro dialog box to create, run, edit, or

delete a macro.

F9 § F9 alone: calculates all worksheets in all open workbooks.

§ Shift+F9: calculates the active worksheet.

§ Ctrl+Alt+F9: calculates all worksheets in all open workbooks,

regardless of whether they have changed since the last
calculation.

§ Ctrl+Alt+Shift+F9: rechecks dependent formulas, and then

calculates all cells in all open workbooks, including cells not
marked as needing to be calculated.

179
Key Description

§ Ctrl+F9: minimizes a workbook window to an icon.

F10 § F10 alone: turns key tips on or off. (Pressing Alt does the same
thing.)

§ Shift+F10: displays the context menu for a selected item.

§ Alt+Shift+F10: displays the menu or message for an Error

Checking button.

§ Ctrl+F10: maximizes or restores the selected workbook

window.

F11 § F11 alone: creates a chart of the data in the current range in a
separate Chart sheet.

§ Shift+F11: inserts a new worksheet.

§ Alt+F11: opens the Microsoft Visual Basic For Applications

Editor, in which you can create a macro by using Visual Basic for
Applications (VBA).

F12 § F12 alone: displays the Save As dialog box.

Other useful shortcut keys

Key Description

Alt § Displays the Key Tips (new shortcuts) on the ribbon.

180
 Key Description

For example,

§ Alt, W, P switches the worksheet to Page Layout view.

§ Alt, W, L switches the worksheet to Normal view.

§ Alt, W, I switches the worksheet to Page Break

Preview view.

Arrow keys § Move one cell up, down, left, or right in a worksheet.

§ Ctrl+Arrow key moves to the edge of the current data

region in a worksheet.

§ Shift+Arrow key extends the selection of cells by one

cell.

§ Ctrl+Shift+Arrow key extends the selection of cells to

the last nonblank cell in the same column or row as the
active cell, or if the next cell is blank, extends the
selection to the next nonblank cell.

§ Left or Right arrow key selects the tab to the left or

right when the ribbon is selected. When a submenu is
open or selected, these arrow keys switch between the
main menu and the submenu. When a ribbon tab is
selected, these keys navigate the tab buttons.

§ Down or Up arrow key selects the next or previous

command when a menu or submenu is open. When a
ribbon tab is selected, these keys navigate up or down
the tab group.

§ In a dialog box, arrow keys move between options in

an open drop-down list, or between options in a group
of options.

§ Down or Alt+Down arrow key opens a selected drop-

down list.

Backspace § Deletes one character to the left in the formula bar.

§ Clears the content of the active cell.

181
 Key Description

§ In cell editing mode, it deletes the character to the left

of the insertion point.

Delete § Removes the cell contents (data and formulas) from

selected cells without affecting cell formats, threaded
comments, or notes.

§ In cell editing mode, it deletes the character to the

right of the insertion point.

End § End turns End mode on or off. In End mode, you can
press an arrow key to move to the next nonblank cell
in the same column or row as the active cell. End mode
turns off automatically after pressing the arrow key.
Make sure to press End again before pressing the next
arrow key. End mode is shown in the status bar when
it is on.

§ If the cells are blank, pressing End followed by an

arrow key moves to the last cell in the row or column.

§ End also selects the last command on the menu when

a menu or submenu is visible.

§ Ctrl+End moves to the last cell on a worksheet, to the

lowest used row of the rightmost used column. If the
cursor is in the formula bar, Ctrl+End moves the cursor
to the end of the text.

§ Ctrl+Shift+End extends the selection of cells to the last

used cell on the worksheet (lower-right corner). If the
cursor is in the formula bar, Ctrl+Shift+End selects all
text in the formula bar from the cursor position to the
end—this does not affect the height of the formula
bar.

Enter § Completes a cell entry from the cell or the formula

bar and selects the cell below (by default).

§ In a data form, it moves to the first field in the next

record.

182
 Key Description

§ Opens a selected menu (press F10 to activate the

menu bar) or performs the action for a selected
command.

§ In a dialog box, it performs the action for the default

command button in the dialog box (the button with
the bold outline, often the OK button).

§ Alt+Enter starts a new line in the same cell.

§ Ctrl+Enter fills the selected cell range with the current

entry.

§ Shift+Enter completes a cell entry and selects the cell

above.

Esc § Cancels an entry in the cell or formula bar.

§ Closes an open menu or submenu, dialog box, or

message window.

Home § Moves to the beginning of a row in a worksheet.

§ Moves to the cell in the upper-left corner of the

window when Scroll lock is turned on.

§ Selects the first command on the menu when a menu

or submenu is visible.

§ Ctrl+Home moves to the beginning of a worksheet.

§ Ctrl+Shift+Home extends the selection of cells to the

beginning of the worksheet.

Page down § Moves one screen down in a worksheet.

§ Alt+Page down moves one screen to the right in a

worksheet.

§ Ctrl+Page down moves to the next sheet in a

workbook.

183
 Key Description

§ Ctrl+Shift+Page down selects the current and next

sheet in a workbook.

Page up § Moves one screen up in a worksheet.

§ Alt+Page up moves one screen to the left in a

worksheet.

§ Ctrl+Page up moves to the previous sheet in a

workbook.

§ Ctrl+Shift+Page up selects the current and previous

sheet in a workbook.

Shift § Hold the Shift key while you drag a selected row,
column, or selected cells to move the selected cells
and drop to insert them in a new location.

Spacebar § In a dialog box, performs the action for the selected

button, or selects or clears a checkbox.

§ Ctrl+Spacebar selects an entire column in a worksheet.

§ Shift+Spacebar selects an entire row in a worksheet.

§ Ctrl+Shift+Spacebar selects the entire worksheet.

§ If the worksheet contains data, Ctrl+Shift+Spacebar

selects the current region. Pressing
Ctrl+Shift+Spacebar a second time selects the current
region and its summary rows. Pressing
Ctrl+Shift+Spacebar a third time selects the entire
worksheet.

§ When an object is selected, Ctrl+Shift+Spacebar selects

all objects on a worksheet.

§ Alt+Spacebar displays the Control menu for the

Excel window.

Tab key § Moves one cell to the right in a worksheet.

184
 Key Description

§ Moves between unlocked cells in a protected

worksheet.

§ Moves to the next option or option group in a dialog

box.

§ Shift+Tab moves to the previous cell in a worksheet or

the previous option in a dialog box.

§ Ctrl+Tab switches to the next tab in a dialog box, or (if

no dialog box is open) switches between
two Excel windows.

§ Ctrl+Shift+Tab switches to the previous tab in a dialog

box, or (if no dialog box is open) switches between all
Excel windows.

Keyboard shortcuts in Excel

for macOS
Frequently used shortcuts
To do this Press

Paste selection. ⌘+V or

Control+V

185
 To do this Press

Copy selection. ⌘+C

or
Control+C

Clear selection. Delete

Save workbook. ⌘+S

or
Control+S

Undo action. ⌘+Z

or
Control+Z

Redo action. ⌘+Y

or
Control+Y
or
⌘+Shift+Z

Cut selection. ⌘+X

or
Control+X
or
Shift+

Apply bold formatting. ⌘+B

or
Control+B

Print workbook. ⌘+P

or
Control+P

Open Visual Basic. Option+F11

186
 To do this Press

Fill cells down. ⌘+D

or
Control+D

Fill cells right. ⌘+R

or
Control+R

Insert cells. Control+Shift+Equal sign ( = )

Delete cells. ⌘+Hyphen (-)

or
Control+Hyphen (-)

Calculate all open workbooks. ⌘+Equal sign ( = )

or
F9

Close window. ⌘+W

or
Control+W

Quit Excel. ⌘+Q

Display the Go To dialog box. Control+G

or
F5

Display the Format Cells dialog box. ⌘+1

or
Control+1

Display the Replace dialog box. Control+H

or
⌘+Shift+H

187
 To do this Press

Use Paste Special. ⌘+Control+V

or
Control+Option+V
or
⌘+Option+V

Apply underline formatting. ⌘+U

Apply italic formatting. ⌘+I

or
Control+I

Open a new blank workbook. ⌘+N

or
Control+N

Create a new workbook from template. ⌘+Shift+P

Display the Save As dialog box. ⌘+Shift+S

or
F12

Display the Help window. F1

or
⌘+Forward slash (/)

Select all. ⌘+A

or
⌘+Shift+Spacebar

Add or remove a filter. ⌘+Shift+F

or
Control+Shift+L

Minimize or maximize the ribbon tabs. ⌘+Option+R

188
 To do this Press

Display the Open dialog box. ⌘+O

or
Control+O

Check spelling. F7

Open the thesaurus. Shift+F7

Display the Formula Builder. Shift+F3

Open the Define Name dialog box. ⌘+F3

Insert or reply to a threaded comment. ⌘+Return

Open the Create names dialog box. ⌘+Shift+F3

Insert a new sheet. * Shift+F11

Print preview. ⌘+P

or
Control+P

Work in windows and dialog boxes

To do this Press

Expand or minimize the ribbon. ⌘+Option+R

Switch to full screen view. ⌘+Control+F

Switch to the next application. ⌘+Tab

Switch to the previous application. Shift+⌘+Tab

189
To do this Press

Close the active workbook window. ⌘+W

Take a screenshot and save it on your desktop. Shift+⌘+3

Minimize the active window. Control+F9

Maximize or restore the active window. Control+F10

or
⌘+F10

Hide Excel. ⌘+H

Move to the next box, option, control, or command. Tab key

Move to the previous box, option, control, or command. Shift+Tab

Exit a dialog box or cancel an action. Esc

Perform the action assigned to the default button (the button with Return
the bold outline).

Cancel the command and close the dialog box or menu. Esc

Move and scroll in a sheet or workbook

To do this Press

Move one cell up, down, left, or right. Arrow keys

Move to the edge of the current data ⌘+Arrow key

region.

Move to the beginning of the row. Home

On a MacBook, Fn+Left arrow key

190
 To do this Press

Move to the beginning of the sheet. Control+Home

On a MacBook, Control+Fn+Left arrow
key

Move to the last cell in use on the sheet. Control+End

On a MacBook, Control+Fn+Right arrow
key

Move down one screen. Page down

On a MacBook, Fn+Down arrow key

Move up one screen. Page up

On a MacBook, Fn+Up arrow key

Move one screen to the right. Option+Page down

On a MacBook, Fn+Option+Down arrow
key

Move one screen to the left. Option+Page up

On a MacBook, Fn+Option+Up arrow
key

Move to the next sheet in the workbook. Control+Page down

or
Option+Right arrow key

Move to the previous sheet in the Control+Page down

workbook. or
Option+Left arrow key

Scroll to display the active cell. Control+Delete

Display the Go To dialog box. Control+G

Display the Find dialog box. Control+F

or
Shift+F5

191
 To do this Press

Access search (when in a cell or when a ⌘+F

cell is selected).

Move between unlocked cells on a Tab key

protected sheet.

Scroll horizontally. Shift, then scroll the mouse wheel up

for left, down for right

Enter data on a sheet

To do this Press

Edit the selected cell. F2

Complete a cell entry and move forward in the Return

selection.

Start a new line in the same cell. Option+Return or

Control+Option+Return

Fill the selected cell range with the text that you ⌘+Return
type. or
Control+Return

Complete a cell entry and move up in the Shift+Return

selection.

Complete a cell entry and move to the right in the Tab key
selection.

Complete a cell entry and move to the left in the Shift+Tab

selection.

Cancel a cell entry. Esc

192
 To do this Press

Delete the character to the left of the insertion Delete

point or delete the selection.

Delete the character to the right of the insertion

point or delete the selection. On a MacBook,
Note: Some smaller keyboards do not have this Fn+Delete
key.

Delete text to the end of the line. Control+

On a MacBook,
Note: Some smaller keyboards do not have this
key. Control+Fn+Delete

Move one character up, down, left, or right. Arrow keys

Move to the beginning of the line. Home

On a MacBook, Fn+Left
arrow key

Insert a note. Shift+F2

Open and edit a cell note. Shift+F2

Insert a threaded comment. ⌘+Shift+F2

Open and reply to a threaded comment. ⌘+Shift+F2

Fill down. Control+D

or
⌘+D

Fill to the right. Control+R

or
⌘+R

193
 To do this Press

Invoke Flash Fill to automatically recognize Control+E

patterns in adjacent columns and fill the current
column.

Define a name. Control+L

Work in cells or the Formula bar

To do this Press

Turn on or off tooltips for checking formulas directly Control+Option+P

in the formula bar.

Edit the selected cell. F2

Expand or collapse the formula bar. Control+Shift+U

Edit the active cell and then clear it or delete the Delete
preceding character in the active cell as you edit the
cell contents.

Complete a cell entry. Return

Enter a formula as an array formula. Shift+⌘+Return

or
Control+Shift+Return

Cancel an entry in the cell or formula bar. Esc

Display the Formula Builder after you type a valid Control+A

function name in a formula

Insert a hyperlink. ⌘+K

or
Control+K

194
 To do this Press

Edit the active cell and position the insertion point at Control+U
the end of the line.

Open the Formula Builder. Shift+F3

Calculate the active sheet. Shift+F9

Display the context menu. Shift+F10

Start a formula. Equal sign ( = )

Toggle the formula reference style between absolute, ⌘+T

relative, and mixed. or
F4

Insert the AutoSum formula. Shift+⌘+T

Enter the date. Control+Semicolon (;)

Enter the time. ⌘+Semicolon (;)

Copy the value from the cell above the active cell into Control+Shift+Inch
the cell or the formula bar. mark/Straight double
quote (")

Alternate between displaying cell values and Control+Grave accent (`)

displaying cell formulas.

Copy a formula from the cell above the active cell Control+Apostrophe (')
into the cell or the formula bar.

Display the AutoComplete list. Option+Down arrow key

Define a name. Control+L

Open the Smart Lookup pane. Control+Option+⌘+L

195
 To do this Press

Calculate all worksheets in all open workbooks. Control+Option+F9

Check dependent formulas, and then calculate all Control+Option+Shift+F9

cells in all open workbooks.

Format and edit data

To do this Press

Edit the selected cell. F2

Create a table. ⌘+T

or
Control+T

Insert a line break in a cell. ⌘+Option+Return

or
Control+Option+Return

Insert special characters like symbols, including Control+⌘+Spacebar

emoji.

Increase font size. Shift+⌘+Right angle bracket

(>)

Decrease font size. Shift+⌘+Left angle bracket

(<)

Align center. ⌘+E

Align left. ⌘+L

Display the Modify Cell Style dialog box. Shift+⌘+L

Display the Format Cells dialog box. ⌘+1

196
 To do this Press

Apply the general number format. Control+Shift+Tilde (~)

Apply the currency format with two decimal places Control+Shift+Dollar sign ($)
(negative numbers appear in red with parentheses).

Apply the percentage format with no decimal Control+Shift+Percent sign

places. (%)

Apply the exponential number format with two Control+Shift+Caret (^)

decimal places.

Apply the date format with the day, month, and Control+Shift+Number sign
year. (#)

Apply the time format with the hour and minute, Control+Shift+At symbol (@)
and indicate AM or PM.

Apply the number format with two decimal places, Control+Shift+Exclamation

thousands separator, and minus sign (-) for negative point (!)
values.

Apply the outline border around the selected cells. ⌘+Option+Zero (0)

Add an outline border to the right of the selection. ⌘+Option+Right arrow key

Add an outline border to the left of the selection. ⌘+Option+Left arrow key

Add an outline border to the top of the selection. ⌘+Option+Up arrow key

Add an outline border to the bottom of the ⌘+Option+Down arrow key

selection.

Remove outline borders. ⌘+Option+Hyphen

Apply or remove bold formatting. ⌘+B

Apply or remove italic formatting. ⌘+I

197
 To do this Press

Apply or remove underline formatting. ⌘+U

Apply or remove strikethrough formatting. Shift+⌘+X

Hide a column. ⌘+Right parenthesis ())

or
Control+Right parenthesis ())

Unhide a column. Shift+⌘+Right parenthesis ())

or
Control+Shift+Right
parenthesis ())

Hide a row. ⌘+Left parenthesis (()

or
Control+Left parenthesis (()

Unhide a row. Shift+⌘+Left parenthesis (()

or
Control+Shift+Left
parenthesis (()

Edit the active cell. Control+U

Cancel an entry in the cell or the formula bar. Esc

Edit the active cell and then clear it or delete the Delete
preceding character in the active cell as you edit the
cell contents.

Paste text into the active cell. ⌘+V

Complete a cell entry Return

Give selected cells the current cell's entry. ⌘+Return

or
Control+Return

198
 To do this Press

Enter a formula as an array formula. Shift+⌘+Return

or
Control+Shift+Return

Display the Formula Builder after you type a valid Control+A

function name in a formula.

Select cells, columns, or rows

To do this Press

Extend the selection by one cell. Shift+Arrow key

Extend the selection to the last nonblank Shift+⌘+Arrow key

cell in the same column or row as the
active cell.

Extend the selection to the beginning of the Shift+Home

row. On a MacBook, Shift+Fn+Left
arrow key

Extend the selection to the beginning of the Control+Shift+Home

sheet. On a MacBook,
Control+Shift+Fn+Left arrow key

Extend the selection to the last cell used Control+Shift+End

on the sheet (lower-right corner). On a MacBook,
Control+Shift+Fn+Right arrow key

Select the entire column. * Control+Spacebar

Select the entire row. Shift+Spacebar

Select the current region or entire sheet. Press ⌘+A

more than once to expand the selection.

199
 To do this Press

Select only visible cells. Shift+⌘+Asterisk (*)

Select only the active cell when multiple cells Shift+Delete

are selected. (not the forward delete
key found on full keyboards)

Extend the selection down one screen. Shift+Page down

On a MacBook, Shift+Fn+Down
arrow key

Extend the selection up one screen Shift+Page up

On a MacBook, Shift+Fn+Up
arrow key

Alternate between hiding objects, displaying Control+6

objects,
and displaying placeholders for objects.

Turn on the capability to extend a selection F8

by using the arrow keys.

Add another range of cells to the selection. Shift+F8

Select the current array, which is the array that Control+Forward slash (/)
the
active cell belongs to.

Select cells in a row that don't match the value Control+Backward slash (\)
in the active cell in that row.
You must select the row starting with the active
cell.

Select only cells that are directly referred to by Control+Shift+Left bracket ([)
formulas in the selection.

Select all cells that are directly or indirectly Control+Shift+Left brace ({)
referred to by formulas in the selection.

200
 To do this Press

Select only cells with formulas that refer directly Control+Right bracket (])
to the active cell.

Select all cells with formulas that refer directly Control+Shift+Right brace (})
or indirectly to the active cell.

Work with a selection

To do this Press

Copy a selection. ⌘+C

or
Control+V

Paste a selection. ⌘+V

or
Control+V

Cut a selection. ⌘+X

or
Control+X

Clear a selection. Delete

Delete the selection. Control+Hyphen

Undo the last action. ⌘+Z

Hide a column. ⌘+Right parenthesis ())

or
Control+Right parenthesis ())

Unhide a column. ⌘+Shift+Right parenthesis ())

or
Control+Shift+Right parenthesis ())

201
 To do this Press

Hide a row. ⌘+Left parenthesis (()

or
Control+Left parenthesis (()

Unhide a row. ⌘+Shift+Left parenthesis (()

or
Control+Shift+Left parenthesis (()

Move selected rows, columns, or cells. Hold the Shift key while you drag a
selected row, column, or selected
cells to move the selected cells and
drop to insert them in a new
location.

If you don't hold the Shift key while

you drag and drop, the selected cells
will be cut from the original location
and pasted to the new location (not
inserted).

Move from top to bottom within the Return

selection (down). *

Move from bottom to top within the Shift+Return

selection (up). *

Move from left to right within the selection, Tab key

or move down one cell if only one column is
selected.

Move from right to left within the selection, Shift+Tab

or move up one cell if only one column is
selected.

Move clockwise to the next corner of the Control+Period (.)

selection.

202
 To do this Press

Group selected cells. ⌘+Shift+K

Ungroup selected cells. ⌘+Shift+J

Use charts
To do this Press

Insert a new chart sheet. * F11

Cycle through chart object selection. Arrow keys

Sort, filter, and use PivotTable reports

To do this Press

Open the Sort dialog box. ⌘+Shift+R

Add or remove a filter. ⌘+Shift+F

or
Control+Shift+L

Display the Filter list or PivotTable page Option+Down arrow key

field pop-up menu for the selected cell.

Outline data
To do this Press

Display or hide outline symbols. Control+8

203
 To do this Press

Hide selected rows. Control+9

Unhide selected rows. Control+Shift+Left parenthesis (()

Hide selected columns. Control+Zero (0)

Unhide selected columns. Control+Shift+Right parenthesis ())

Use function key shortcuts

To do this Press

Display the Help window. F1

Edit the selected cell. F2

Insert a note or open and edit a cell note. Shift+F2

Insert a threaded comment or open and reply to a threaded ⌘+Shift+F2

comment.

Open the Save dialog box. Option+F2

Open the Formula Builder. Shift+F3

Open the Define Name dialog box. ⌘+F3

Close a window or a dialog box. ⌘+F4

Display the Go To dialog box. F5

Display the Find dialog box. Shift+F5

204
 To do this Press

Move to the Search Sheet dialog box. Control+F5

Switch focus between the worksheet, ribbon, task pane, and F6 or Shift+F6
status bar.

Check spelling. F7

Open the thesaurus. Shift+F7

or
Control+Option+
⌘+R

Extend the selection. F8

Add to the selection. Shift+F8

Display the Macro dialog box. Option+F8

Calculate all open workbooks. F9

Calculate the active sheet. Shift+F9

Minimize the active window. Control+F9

Display the context menu, or "right click" menu. Shift+F10

Display a pop-up menu (on object button menu), such as by Option+Shift+F10

clicking the button after you paste into a sheet.

Maximize or restore the active window. Control+F10

or
⌘+F10

Insert a new chart sheet. F11

Insert a new sheet. Shift+F11

205
 To do this Press

Insert an Excel 4.0 macro sheet. ⌘+F11

Open Visual Basic. Option+F11

Display the Save As dialog box. F12

Display the Open dialog box. ⌘+F12

Open the Power Query Editor Option+F12

Drawing
To do this Press

Toggle Drawing mode on and off. ⌘+Control+Z

206
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207